Which File Sync And Share Should Small Businesses Use?


May 9, 2014

As a managed services provider, our clients often rely on us for answers about the latest technology and many have asked about file sync and share (i.e. Dropbox) and whether or not it is appropriate for their business.

Traditionally, businesses used a live VPN to share files. However, users have been adapting applications like Dropbox, Google Docs or OneDrive because they can set them up easily, auto sync and are much faster in comparison to a live VPN.

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Why Is Standardizing Your File Sync And Share Important?

If you are a business owner or office manager, researching and standardizing your file sync and share is critical because you already have employees using one. The most common are Dropbox, Box, Google Docs or OneDrive. Employees use these applications because they allow access to files from anywhere, auto sync on all devices, seamlessly share files and in some cases, perform backups.

The moment an employee starts storing files on their personal account, problems arise because the company has lost control of the data. If the employee leaves the company, the data is lost. This also causes data sprawl (things being stored in multiple locations and versions) some of which not everyone can access. Finally and most importantly, many of these file sharing applications are not as secure as they could be.

Which Sync And Share Solution Is Best For My Business?

It depends. If you use Gmail as your primary business email, it makes most sense to use Google Docs for integration reasons. The same is true if you use Office 365; you should use OneDrive.

If you have no integration bias, we recommend Cloud7 Files to our clients. Cloud7 Files is our preferred sync and share for a many reasons:

Professional-Grade Security

We particularly like that a shared file can be wiped off any desktop or device remotely.

Flexible Permissions

Administrators can manage file sharing for internal and external parties.

Extensive Sharing Features

This application allows guests to upload files to shared folders.

Whichever application you decide is best, the most important things are that employees do not use personal sync and share accounts, and the proper people can control the application from an administrative level.

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Lori-Mankin1 Lori Mankin, Marketing Coordinator

Our goal for this blog is to answer the questions you ask. If you have any questions about file sync and share or any other topic please email me at lori@myitpros.com. To learn more about IT subscribe to our blog.



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