What are the key considerations when it comes to using cloud-based file sharing?
Moving enterprise content management into cloud computing can provide fantastic business benefits:
- Operating costs are reduced.
- Capital expenditure is drastically reduced.
- Processes get faster.
- Management becomes much more accessible.
These are significant outcomes for businesses to strive for. However, this could shock you – we suggest being cautious before jumping into the project.
We suggest a more thoughtful approach. This is something you can explore in depth in our whitepaper. But should you prefer to get straight to the core, this is a quick overview of what we believe to be the essential elements for businesses to consider and plan for starting a cloud-based ECM migration.
However, if IT departments fail to offer employees secure file transfer capabilities, they’ll download something. In addition, “shadow IT” scenarios present various security management, governance, and control issues that could cost your company.
To fully comprehend why it’s crucial to utilize an enterprise-grade cloud-based, secure file transfer tool, it is essential to understand the dangers if you don’t.
What is File Sharing?
It is sharing or allowing access to electronic media such as video files, documents, graphics, and other files. You are participating in a file-sharing process if you transfer your files on your computer to another location.
Methods for sharing files:
Removable storage devices
USB – Universal Serial Bus
Centralized servers in computer networks
Every user connects to one server
Hypertext documents that are linked to the web
Google Docs, Microsoft Online, etc.
Distributed peer-to-peer networks
Tips for safe file sharing
To avoid issues associated with software for consumers, Sloshberg advised business owners to choose software for file sharing explicitly designed for businesses.
Schlossberg also offered six suggestions to help businesses keep crucial information secure by using the most secure and controlled file-sharing service.
1. Do something about it, Do something about it, and don’t let the issue.
Most files are shared in the workplace. Instead of delaying data security, take it seriously by finding a solution that lets users use email to send and receive files irrespective of size instead of resorting to workaround solutions.
2. Select a business-grade system.
Services that are marketed to consumers can make users vulnerable to data leaks as well as other security risks. They can also make e-discovery and declarations about compliance more difficult. Choose a service that provides the proper security and visibility, including the ability to control access, the expiration of access to files, compliance, and e-discovery.
3. Cloud computing makes it simple.
You’re looking for a solution that is easy to install and put in place quickly in your workplace. Cloud-based cloud solutions for businesses offer ideal speed of setup and ongoing flexibility.
Thoroughly understand how the provider of your cloud is managing your data. This includes a look at how data will be collected, data movement between the cloud and users’ data storage’ and ‘data encryption, and many more. In addition, you should be aware of potential threats to your data.
Most companies that have resisted embracing cloud computing have been doing so out of fear of having their information stolen. This comes from the fact that cloud computing is a multi-user system in which all services are shared. It’s also a third-party service, meaning that the data could be susceptible to being scrutinized or misused by the service cloud service provider. It is human nature to question the abilities of a third-party cloud service. Still, it is an even more significant threat to companies and the sensitive data of their business. There are a variety of external risks that could cause data leaks as well as malicious hacks on cloud service providers or the compromise of accounts used by cloud users. The best way to protect yourself is to rely on the encryption of your files and strong passwords rather than cloud service providers.
Be sure that your sharing and access to files method is secure when in the hands of employers and other users. Here access control and identity are essential. You must ensure that the proper credentials are only given to appropriate people in the correct context and only accessible to those who need them.
Train your employees on security guidelines and ensure they are aware of the security protocols before requesting access. If this is the scenario, the permit should be granted only when needed and then restricted once the request is made. Beyond that, your cloud provider should keep track of the access and file sharing activities.