File Sharing 101

While finding the perfect solution is ideal, the biggest danger comes when no sanctioned solution is provided. When there is a need, workers will find a way. Many times that includes a less-than-ideal solution for the employer, paid for through expense reports from employees. So companies are often paying for non-ideal solutions inefficiently and at great risk.

While finding the perfect solution is ideal, the biggest danger comes when no sanctioned solution is provided. When there is a need, workers will find a way. Many times that includes a less-than-ideal solution for the employer, paid for through expense reports from employees. So companies are often paying for non-ideal solutions inefficiently and at great risk.

If you don’t have a file sharing solution, here are some basics to consider:

• Storage: The ability to store your files with user controlled recovery so you don’t lose an important document because Jim down the hall clicked the wrong button
• Sharing: Share files or folders internally and externally without the fear of being compromised
• Viewing: View within the app instead of going through the hassle of downloading it if you don’t need to
• Collaborate: Adding comments using a web interface will make it easier for a team to get stuff done
• Web/Mobile Support: Easily access content via the web or more importantly, on the run from your phone
• API Integration: Integrate the platform with your business’s unique applications
• Manage Content: Manage, manage, and manage some more. The ability to organize files and folders is really key for adoption.
• Advanced Search: Find files quickly across shared folders even if they weren’t stored properly in the infrastructure.

Of course information security is important, too:

• Data Center Security – Includes physical controls, logistic controls and third party certifications like SOC 2 or ISO27001
• Governance/Audit Logs: Track who was in a document, who made changes, who downloaded it and when.
• Advanced Access Controls: Limit who can see, download, edit and delete files and folders with precision.
• Business Continuity:  Ensure the provider has a plan for catastrophes such as power outages
• Application Security: Free from vulnerabilities to SQL injection, CSS, CSRF and other application and business logic attacks
• Internal Controls: Well-documented internal controls to prevent external/internal attacks
• Transparency: Includes a dedicated team, transparent operations, and good documentation
• Encryption: All customer data can be encrypted at rest and in transit

Approach this with open eyes. There are solutions being used in your company. Make sure they fit your risk profile.

Need help finding or evaluating a file sharing solution? We’re here to help. Our proven processes will also help implement, integrate and drive high adoption among your users. Contact us.