Are you the owner of the fastest-growing business wherein employees need to share different files within the team or with different clients? If yes, having a secure file sharing platform is the need of the hour. With the growing number of cyber threats, it is necessary to use a secure collaboration tool that requires proper encryption methods, complies with industry standards, and safeguards company data.
Know more about secure file sharing and its importance in the organization:
Secure file sharing is a method that includes sharing of different files using a certain tool that focuses on protecting the confidentiality of data. The main goal of file sharing platforms is to enable access only to authorized people and not everyone. Additionally, encryption is the top method to consider while sharing files to any staff member in the company.
It is important to use a secured file sharing platform because many files include confidential and sensitive data about the organization, such as client information, financial data, etc. It is a company’s duty to share files using a cutting-edge tool that is secure and can be accessible only by the authorized person and not everyone. This eventually helps in considerably decreasing data breaches.
Important Factors to Look for in Secure file Sharing platform
#1 It must be quick to grasp and simple to use:
One essential aspect to look for in a file-sharing platform is that it must be quick to learn by an organization’s staff. Additionally, the tool must have simple functions. The tool must also be easy to access from anywhere and compatible with mobile devices so that staff can access it on the go. You must also create a guide for staff so they can read and learn the functioning of secure file collaboration effortlessly.
#2 It must include the feature of collaborating in groups:
In the current scenario, companies are rapidly adopting the culture of remote work, which gives employees much-needed work-life balance. However, at times, collaboration with team members can be daunting when staff work remotely. To handle such cases effectively, it is important to have a secure file sharing platform that helps staff collaborate in groups through proper communication. Staff can adequately communicate with other team members while sharing the files concurrently.
#3 It must adhere to compliance:
While choosing the best file sharing platform for your organization, you must ensure the platform complies with GDPR, HIPAA, etc. Certain prescribed regulations focus on how businesses operate regarding collecting client information, etc. You must single out the right file sharing platform that is compliant and helps to keep clients’ information confidential and secure.
#4 It must have the feature of adding versions to each file:
It is good practice to provide version numbers to the documents because it eventually helps to keep tabs on all the amendments and modifications made in each version. Moreover, it also enables you to keep track of changes made and approvals made on those changes. This important feature helps to reduce data loss substantially.
#5 It must help many professionals to manage numerous folders in ultra-modern way efficiently:
Before the onset of trailblazing cloud technology, managing physical folders was a daunting task for professionals in fields such as legal, accounting, etc. They often found it difficult to organize everything. However, the recent cloud technology trend has helped increase such professional’s productivity by assisting them in handling voluminous files efficiently. They can now manage the folders according to the size of the file, date-wise, etc., which helps them find the file easily.
#6 Audit log feature must be in place:
The best advantage of integrating an audit log in a secure file sharing tool is that it enables the organizations’ staff to understand how different documents and files were accessed and date on which it was accessed, etc.
Moreover, the data of this feature will also help the respective professionals analyze logs to learn how data is used, and important research can be conducted accordingly.
#7 It must have the option to share large files with ease:
Another important feature to look for in a file-sharing tool is the option of sharing large files in a few clicks. Emails don’t provide this option. Different working professionals must be able to send larger files through a secure file-sharing platform. It will eventually help them to ease their tasks to a great extent, and they can focus on other work that involves decision-making skills.
#8 It must be fully secured:
With cyber-attacks increasing daily, it would not be wrong to say that organisations’ data is at constant risk of theft. This is why you must ensure that your file-sharing platform is secure for your company staff to use. Two-factor authentication is one of the top-notch security layers that must be present in your tool. Encryption is also one of the essential aspects to be added to the file-sharing platform.
Closing Thoughts:
So, now that you know the important factors to watch out for in a secure file sharing platform, you need to select the right tool for your organization’s continued success. Egnyte provides a feature-rich platform that helps different teams collaborate effectively, work with different, complicated files, and enhance workflows.
Moreover, the platform also manages large files. Egnyte’s cutting-edge tool enables previewing large files without even downloading it.
