Why a File Sync & Sharing Solution is Critical for Your Business Part 1

by Wally Moore

on January 10, 2018

in blog, Mobile File Sync & Share

This is our first post, of three posts on this new technology that will revolutionize your productivity if you spend time away from the office on a consistent basis.

This week we introduce File Sync & Share (FSS) for mobile users. In the next post, we’ll dive a little deeper into the productivity of this software for all our friends who spend a good deal of time out of the office, but still need to be productive.

Introduction to FSS

Mobile sharing of files is increasingly commonplace. In fact, much to the chagrin of those who provide IT support, mobile workers frequently use unmanaged consumer file sharing solutions to meet their business needs. These solutions put business data at significant risk. In a recent GigaOm study, 84% of IT professionals report security problems caused by consumer File Synchronization and Sharing (FSS) services used for company business. Yet without access to a company-approved file sharing solution, employees will continue to turn to other sources to meet their file sync and share requirements. You can assure the security, control and compliance that will protect your vital business information, while achieving the mobile productivity needs of your workforce. This post provides a closer look at the top features you must consider when selecting a secure file sync and sharing solution that is designed specifically for mobile business collaboration.

Introduction to Mobile Productivity

With mobile use increasing and access to viral networks the new norm, the sheer amount of digital information employees want to access and share across multiple mobile devices is growing dramatically. Workers in all types of organizations, whether mobile or onsite, now expect complete flexibility in which device they choose to use and seamless access and transfer of documents between colleagues and partners, regardless of the device their external contacts may be using. Your organization needs complete control of those devices, and how your users are using them to protect your corporate data from security risks. To ensure you maximize productivity while keeping information secure and accessible, you need a File Sync & Sharing Solution that includes the features listed in the following checklist.

Sales of FSS products and services to grow 32% this year, to $1.67 billion Source: IDC


Mobile Productivity Checklist

Support for Multiple Devices

When you need to share content fast, you don’t want to be constrained by the device type you can use. Select a solution that supports all the devices your employees use so that they are never restricted.

Cross-Device Collaboration and Editing

A solution should deliver the ability to edit, annotate and lock content on any device, without the need for third-party mobile applications. Solutions that enable integrated file editing on tablets and mobile phones are ideal.

Smart Sync Capabilities

Choose a solution that has the ability to replicate desktop file structures on a folder or sub-folder basis. This ensures access to all-important documents while on the road.

On and Offline Access

Assure that synced content is fully accessible when the device is out-of-network or offline. This includes being able to manipulate documents (e.g., edit, share, etc.) and not simply view them while offline.

Version Control

A business-grade file sharing service should have built-in file versioning. This eliminates risks of losing important files or changes. With versioning, files can be instantly recovered, viewed, and restored to their original location, either one file at a time or the entire folder. Look for a service with the option to request custom versioning limits that extend beyond 6 months as versions should be stored for at least 6 months.

Secure Sharing without Forced Registration

For the best flexibility, select a solution that doesn’t force recipients to adopt the same file sharing service as the person sending the document.

Scan to PDF for Instant Field Image and Document Capture

When working in the field, workers should be able to easily capture document markups and photos into PDF files for direct mobile device sharing.

Introduction to Content Privacy and Security

With the right secure file sharing solution, you can protect employees from risky behaviors without slowing their productivity. The FSS solution you choose must have certain capabilities to prevent putting your data at risk. Utilize the checklist in the following post to determine whether the FSS solution you’re considering has crucial privacy and security features like built-in remote wipe capabilities, two-factor authentication and more.

“If I’m going to both use and recommend a file sharing solution, I want it to be completely worry-free with all the security and control that delivers peace of mind.” Chris Davis CEO & COO, Polarverse

Thank you for joining us in this short series on Why a File Sync & Sharing Solution is Critical for Your Business.

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Dedicated to your success,

Wally Moore
dts|infotech . . . computer networks that work