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Why a File Sync & Sharing Solution is Critical for Your Business Part 2

Why a File Sync & Sharing Solution is Critical for Your Business is our second, of two posts, on this new technology that will revolutionize your productivity especially if you spend time away from the office on a consistent basis. All employees have the ability to collaborate securely on company documents, no matter where in the world they are working. It’s easy peasy, with a little help from checklists.

This week we chat about checklists

“Data security” is the word for the day in this decade. The cyber world is on heightened alert to the threats of data being compromised. We believe the only way you can really know how safe your data is, is to have some kind of checklist you can follow to lock down your company data. After you have accomplished everything on the checklist, you can breathe a little easier. So let’s get right to it!

Content Privacy and Security Checklist

Encryption In-session, In-transit, On-device

To protect your organization’s data, select a file sharing solution that delivers 256-bit AES encryption for every point in your content’s lifecycle – when it’s being accessed in-session, while in-transit and while at rest, regardless of where it’s being stored or on what device. Also be sure that unique and rotating encryption keys are used for each file.

Policy-based Control of Content, Users & Devices

An enterprise-grade file sharing solution should deliver detailed – yet easy to use – policy controls where you specify settings for content, users and devices at the granularity you prefer.

Download / Copy Prevent; Auto PDF

To protect document tampering, your file sharing service should have user defined download and copy prevention controls and the ability to auto-create view-only PDFs when desired.

Built-in Remote Wipe Capabilities

Ideal for environments where remote workers or consultants are given access to content. Built-in remote wipe capabilities that will delete content from selected devices when desired can safeguard content from getting into the wrong hands. This is also ideal to minimize risk in the event of device theft or loss.

Two-factor Authentication

For secure document access, assure that two-factor authentication protection is in place. It’s important for you to know who is accessing information and where they’re coming from.

Share Content with Links

Eliminate the need to email files, and improve security with link sharing. Look for a solution with an array of customization options for public sharing including password protection, view or download permission, as well as auto-expire after a time-period or access count.

Inactivity Session Timers

Protect content from unwanted viewing with inactivity session timers for both mobile devices and computers.

IP Address White Listing

Lock down endpoint access for different components of your cloud service like the browser, mobile app or desktop software. Access shouldn’t be granted from anywhere, so look for a solution that restricts access to the cloud from certain IP addresses. This allows admins to accommodate a multitude of company locations while maintaining security.

Introduction to Team Collaboration

With the continued increase of Bring Your Own Device and remote and mobile workforces, users need to work and collaborate efficiently, and IT must securely manage the flood of user devices and content. When your organization deploys new services, integration with existing systems is critical. And more endpoints mean more contributed content from laptops, phones and tablets. Put to use the checklist below to look for the capabilities that will empower your team to collaborate more efficiently and more securely.

Team Collaboration Checklist
Yep! This is important enough for another check list.

Systems Integration

It’s important that a solution integrate with your existing systems and deployments like Active Directory for user and group management and authentication; SAML 2.0 for single sign-on; Salesforce and Outlook for simple document upload and attachment; and Office 365 and Google Docs for web editing and collaboration.

Real-time, Multi-Platform Sync

The beauty of the cloud is that your entire team can stay in sync. Arguably one of the most crucial components of a powerful file sharing solution is reliable and functional sync. Look for a solution that supports both Mac and Windows, as well as mobile devices and file servers. Always having access to the right content, whether online or off, improves team productivity and drives the business forward.

No File Size Limit

A file sharing solution should not make you change how you work. Large presentations and graphic files need to be sent and synchronized seamlessly. Look for a solution with no file size limitations for syncing and backup.

Continuous Real-time Backup

Businesses must be prepared for computer crashes, loss or theft, and scheduled or manual backups alone are not sufficient. Look for a solution that provides backup of critical files and folders in the cloud for redundancy and restoration in the event of file loss or data corruption. Backup should operate continuously in the background, typically discovering modified files within seconds, and then initiating backup.

Cloud-enable Your File Server

Company employees, virtual teams and authorized parties can securely access the files they need, when and where they need them, and changes are automatically synced across the appropriated user devices and company file servers without intervention. As a result, everyone – including mobile workers and remote offices – has access to the most current versions of files, which are securely protected, retained and archived with greater efficiency and recoverability.

Fully Mobile and Secure File Sharing – Introducing Autotask Workplace

Autotask Workplace is a complete, secure file sharing and collaboration solution that enables your team members to safely access, manage, organize and share files from any device, anywhere. It enables productivity by allowing individuals or teams to work on any documents or digital content – from their device – in real time, without fear of security breaches. Autotask Workplace also gives employees built-in security controls that can be set up based on how they need to share information with team members.

Mobile Productivity
Content Privacy and Security
Collaboration Features

FSS for Business Buyer’s Checklist

Any secure, built for business File Synchronization and Sharing solution should include the following characteristics. When evaluating file sync and sharing solution providers, utilize this checklist to ensure the solution you select can do the job.

Mobile Productivity

Support for Multiple Devices
Cross-Device Collaboration and Editing
Smart Sync Capabilities
On and Offline Access
Version Control
Secure Sharing without Forced Registration
Scan to PDF for Instant Field Image and Document Capture
Automated Document QR Coding

Content Privacy and Security

Encryption In-session, In-transit, On-device
Policy-based Control of Content, Users & Devices
Download / Copy Prevent; Auto PDF
Built-in Remote Wipe Capabilities
Two-factor Authentication o Share Content with Links
Inactivity Session Timers
IP Address White Listing

Team Collaboration

Systems Integration
Real-time, Multi-Platform Sync
No File Size Limit
Continuous Real-time Backup
Cloud-enable Your File Server

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

If you would like more information on Data Backup and Disaster Recovery, download your Free Business Advisory Guide Here.

Don’t worry about some sales guy calling you from our office because you downloaded information off of our website. No one from our office will call you; I promise. We don’t like sales calls any more than you do! We understand if you’re not ready to do that, and if that’s the case, then just read these posts when they come out. We post on a regular schedule.

If you would like to chat about this, or anything call us at 503.359.1275

Dedicated to your success,

Wally Moore
dts|infotech . . . computer networks that work
503.359.1275

www.dtsinfotech.com

 
 

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