Your staff depend on business data to be productive — but how do they access that data when they need to work away from the office? They may rely on personal online file sync and share accounts or sending the data to their personal emails, either way, they expose your organisation to significant security risks.

If IT simply blocks these accounts and put policies in place without providing an alternative, business productivity will suffer, but allowing their continued use isn’t an option either. So what can you do?

This is where a file sync and sharing solution comes in – with the security, control and flexibility that the IT department requires, as well as a rich, consumer-like user experience to ensure full adoption from all staff.

File Sync and Share

What is File Sync and Share?

File sync and sharing solutions can help your employees work and collaborate more effectively from anywhere whilst still remaining complaint under regulations surrounding the storage of data. File sync and share solutions are Software as a Service (SaaS) products that allow your business to choose where to securely store your files and documents. Some products provide storage in the Cloud, on your premises or a combination of both.

File Sync: You can arrange all your files and folders exactly as you have them on your corporate network but with the added benefit of being able to access and edit them from any other device from any location. Products such as ShareFile gives your team the ability to edit documents offline and on the go which then automatically sync to the right place once you are online again. This is a useful feature for staff who are always looking to get work done whilst travelling.

File Share: You can share files or folders with internal and external parties through email or online links as well as allow them to upload their own files into specific destinations that you have set up. However, sending online files such as pay slips to staff, contracts to clients and suppliers or any other form of confidential documentation can pose security risks. With the right file sync and share technology, you can ensure the files you send still remain within a secure environment due to the Information Rights Management feature which allows you to decide who can read, save or edit a document that you have shared.

The ‘Dropbox Problem’

Many businesses already use other services such as Dropbox, Slack, Google Docs etc. and they all share similar risks associated with them; unauthorised and unregulated use of consumer level applications. Dropbox is one of the most popular services but is consumer focused, so it helps users manage their own personal files but when it comes to content ownership or right of distribution it falls short. Dropbox’s individual centric design means that the ‘collaboration’ side of the service proves difficult in the business world.

With the new General Data Protection Regulation coming into force in May next year, it is now the responsibility of the business to ensure they take adequate steps to ensure they don’t have a data breach. This can be done by ensuring data is not only stored in a secure environment but that it is protected whilst in transit through encryption. Products such as Dropbox are a Public Cloud service and uses U.S data centers with no flexibility on international data residency whereas with other File Sync and Share products, you can choose where your data resides.

Whether you are a small to medium business or a large enterprise, Metaphor IT can create a custom-branded, password protected portal where you can exchange business files with internal and external parties easily and securely.

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