Cloud File Storage and Sharing For Small Businesses 101
Nov 22, 2013
Online file storage and sharing are often seen as complex tasks that many organizations would rather avoid than try to work through. For some, the security and privacy risks can seem overwhelming, although there are numerous tools that businesses can use to mitigate these worries. The cloud environment offers a single platform for users to store and share their documents while keeping them safe from unauthorized personnel. As the technology becomes more sophisticated, it could bring significant benefits to the company, as long as it’s being used correctly. Here are a few tips for small businesses to effectively manage their cloud storage and sharing systems:
1. Provide your organization with the right file sharing solutions
One of the biggest deterrents on the user end is the lack of a capable file sharing system that meets their needs. Whether companies have a solution that’s too restrictive or haven’t implemented one at all, these scenarios force employees to seek out their own resources. According to a recent survey conducted by a U.K.-based enterprise collaboration app provider, 72 percent of surveyed workersutilize unauthorized free file sharing services to share work documents and collaborate outside of the office. This could be an organization’s worst nightmare considering all of the implied security risks that the data could be facing through these applications. However, if employers supply file sharing solutions, they can regain some control over the information while still giving employees the freedom to view their resources anytime, anywhere. These tools are essential not only for keeping data safe, but also improving productivity and overall job satisfaction.
2. Automate file migration
Sending each document through the cloud can be a huge pain, and if an end user forgets to click on one, it won’t be transferred. However, services have become more sophisticated to allow users to send files automatically from a variety of sources. For example, while most Web browsers put files in the Downloads folder, users can change the setting to sync up with the sharing solution, according to PCWorld’s Rick Broida. This will allow involved parties to easily find files in one central location and have them automatically available from anywhere. The migration process can also apply to personal document folders and email attachments. This will make it significantly easier to collaborate and ensure that the files are up to date.
3. Keep it organized
Just like in personal documents, having files put into corresponding folders can be a tremendous time saver when quickly looking for something. This way, all viewers won’t have to scroll through files. Organization also facilitates better efficiency as it will reduce the likelihood of someone choosing an older version of the information. Although users can prioritize their space however they see fit, it will be better if everything is neatly categorized.
The problems presented by sharing business files can deter many businesses from cloud solutions, but as the service becomes more advanced, it will offer more security features to better protect data. Using file sharing services, companies can encourage collaboration opportunities and reap benefits from increased productivity.