Jan 30, 2014

Online file sharing is becoming a necessary asset for many organizations, but the program will not have the same benefits if it is unregulated. Some businesses may allow staff to utilize their own accounts or may not enforce a usage policy, which could lead to substantial consequences.

If rules are not communicated well with employees, significant security concerns could arise. SYS-CON Media contributor Jim Liddle noted that data breaches and information leaks are more likely to occur if organizations do not regulate their sharing procedures. There could also be instances of reduced quality of service, which would damage a company’s reputation. Users may also decide to share media like music and books over the platform, which would expose the staff and the business to copyright infringement, damaging their public image. With these potential consequences, it is essential for managers to ensure that their policies are enforced and the file sharing solutions are used appropriately.

Ignoring the need for business-level file sharing solutions can have similar ramifications as employees will likely use their own methods to remain productive and collaborate. TechBubbles contributor Jeffrey Whitney noted that staff will utilize their own personal email and file transfer accounts to send their documents, which often don’t provide the security needed to protect sensitive business information. By using these programs, the risk of data theft is significantly greater, and IT oversight is considerably reduced than enterprise-grade solutions. These factors will deter the organization from adequately securing their assets and ensuring that workers are safely sharing business files.

“Fortunately, companies don’t have to choose between risky behavior and productivity,” Whitney wrote. “Using secure file transfer technology, employees can get the convenience, ease-of-use, and speed they need while IT and the business get the control, visibility, security and compliance they need.”