There are many options available to company owners who want to improve the efficiency of file-sharing within their organization. The traditional method of sharing files was to email them or exchange physical media drives, but most companies now distribute their files using cloud-based platforms and remote networks. The availability of virtual storage alternatives and improved server capabilities has made document management solutions more accessible to small businesses.
Small business managers evaluating file sharing options should read on to learn what the pros and cons of network- and cloud-based systems are, and to discover which platforms are gaining popularity.
File sharing for small businesses: Server vs. Cloud
It is important for a business owner to decide whether to use a server or the cloud when choosing a file-sharing system. Server-based file sharing provides greater storage capacity, and data access is not dependent on internet connectivity, but cloud sharing can also be a cost-effective, flexible option for companies with remote employees, and fewer IT resources. While collaborative staff may prefer cloud sharing because of its multitasking capabilities and real-time document updates, local dentistry or accounting firms may be required to share files over a network in order to comply with industry regulations about patient or client information. Having an understanding of how the shared files will be used and by whom is important before making a final decision.
The Best Way to Share Large Files?
Businesses should use cloud-based file sharing for sharing large files because employees can distribute a link instead of emailing documents or images, and those outside the organization will not need network access to see them. It is still possible for a company that uses network-based file sharing to distribute large files to remote employees or other partners using a file transfer website, such as Dropbox or WeTransfer.
Managing files over a network of servers
Business typically owns all of the hardware and software on onsite servers, which are housed in the office or data centre. File sharing via an on-site server is an efficient, cost-effective solution for small businesses, especially those with the infrastructure in place. It requires capital to get started, but it remains an efficient, cost-effective solution, especially for those who have the infrastructure in place. An on-premise server offers many advantages as well as disadvantages, including:
- Pros: A business can define its own data storage setup by using an in-house server. This allows for custom infrastructure and ensures that access to data does not depend on an internet connection.
Cons: Collaboration is delayed because file changes do not happen in real-time, so tracking document versions is more difficult. In order to manage servers, resources must be allocated, and adding more memory may result in server downtime. Additionally, remote access requires additional setup.
Virtual Private Networks
A Virtual Private Network (VPN), also known as a virtual private network, allows employees to access the company’s server over a private network without having to be on site. Small businesses that employ traveling salespeople or off-site workers, but are not yet utilizing cloud-based document storage, can share files securely via remote server access. There are benefits and drawbacks to file sharing using a VPN:
- Pros: VPNs’ data encryption features help businesses comply with data protection regulations and avoid penalties for non-compliance, while also preventing cyber threats from gaining access to sensitive information.
- Cons: There are some VPN functions, such as access controls, that can slow down the connection, so the company may want to invest in cybersecurity awareness training so employees know what they need to do to keep their networks secure.
Cloud File Sharing
Business files can be stored and shared in the cloud using many features for document collaboration and storage that benefit small and large companies alike. By using this setup, a third-party vendor provides space for the business to store its files on its server. The cloud allows seamless collaboration on documents and seamless access to documents when coupled with a reliable internet plan for small businesses. Small businesses should be aware of the following advantages and disadvantages of cloud file sharing:
- Pros: Small businesses can reduce their IT burdens by using file-sharing platforms that include maintenance and security functions. In the cloud, multiple users can update in real-time and updates can be made by multiple users. It is usually unnecessary for staff to download files or manage document versions since these features are usually integrated into the software.
- Cons: Businesses must entrust the security and maintenance of their data to an outside vendor to provide a smooth user experience. Software and subscriptions for cloud-based systems can be expensive for companies with limited budgets due to maintenance costs.
The Best File-Sharing Platforms for Businesses
The business world is increasingly utilizing platform-based file sharing. Because they facilitate efficient collaboration in remote work environments, these systems have become ubiquitous. Data on most platforms is protected by advanced security, and many platforms comply with privacy regulations. Businesses should consider the following options when selecting a file-sharing platform:
Google Drive Enterprise
Business users appreciate Google Drive’s document management, security, and file-sharing features. In addition to its compatibility with hundreds of third-party applications, this platform allows employees to integrate file sharing into the applications they use the most. By using a pay-per-user plan, small businesses can limit their spending.
Microsoft One Drive
Businesses can share files and collaborate with OneDrive’s familiar Windows-based platform that’s easy to navigate and easy to navigate. With the mobile app, employees can stay productive even when away from the office. There are many different operating systems that this program works with. Most operating systems, such as those on computers, phones, and tablets, are compatible with the software. You can choose a plan suitable for a single user or up to 300 employees to manage file-sharing within your small business.
DropBox
Businesses that do not need online editing simultaneously might benefit from DropBox for Business‘ file-sharing capabilities. In addition to storing customer data securely, this platform offers remote-wipe capabilities for added peace of mind. Considering its hefty storage capacity and ease of file retrieval, DropBox can be an excellent document management solution for small businesses.
The right internet package, telephone system, and file-sharing service can improve communication and teamwork within any organization. Using managed IT services can enable businesses to share files regardless of whether they use cloud-based platforms.
Any business can improve communication and teamwork by getting the right internet package, phone system, and file-sharing service. Despite cloud-based platforms reducing the burden on IT, managed IT services can streamline file sharing for any business.