Today, you can upload thousands of files to the cloud in a relatively short time. A colleague, who is thousands of miles away, can download one of these files, work on it, re-upload it. And voila! You have the file back with you. In the past, file storage and sharing wasn’t so easy.
Storing files as paper or saving them on discs and drives was time-consuming, required a lot of physical space, and often led to confusion. What’s more, collaborating with someone far away like the example highlighted above would have taken months or weeks at best.
While technological advancement has made it possible to store and share files with ease, it also opened up a new world of security threats and other issues. Let’s explore some of the best practices for online file storage and sharing.
Online secure file storage ensures your data is protected with encryption and access controls. It allows businesses and individuals to safely store and access files from anywhere, ensuring data privacy. With FileCloud secure file storage, businesses can host their own cloud storage, ensuring full control over data security, compliance and easy access, all while maintaining a high level of confidentiality.
Enterprise File Synchronization and sharing
Order in File Storage System: One of the most overlooked aspects of online file storage and sharing is the importance of order. Although you can upload and share files instantly with different people across the globe, without order, this will not translate to efficiency. The average company is likely to have over 1 GB of data online – and this is spread out into different files. Without a proper structure for your cloud platform, digging up files will quickly become like finding a needle in a haystack.
To solve these issues, each organization must have strict policies for storing files online. For example, there must be principles for naming files on your cloud platform, and everyone in your organization must be aware of these rules. Also, files must be divided into folders.
Even with these provisions, it is best to work with a platform that supports file search. FileCloud supports metadata search which allows you to find files quickly.
Limit Accessibility to Files: In a large or medium-sized organization, it is never a good idea to make files publicly available or give everyone full access to the data on your online storage and sharing platform. It is all too easy for sensitive data to get leaked or for them moved around or edited when they shouldn’t. As a result, you need to limit access to files. Each employee should only have access to the files that he/she needs to work on and nothing else.
FileCloud supports advanced sharing which allows you to put an expiration date on the files you share with particular people. This means, after the date passes, their permission is revoked. FileCloud also allows you to lock files to prevent anyone from editing, downloading or printing them.
Manage Collaboration: How many times have you spent time working on a file only to find out that there is a newer version of that file? Well, it has happened to me a few times, and it can be quite annoying. The thing with most online file storage and sharing platforms is that you can’t tell if someone is working on a file at any given moment. This often leads to confusion and a waste of precious time. One way to solve this is to promote communication between your employees so they can check with each other before working on particular files. But what happens when one of them is momentarily offline?
Well, FileCloud has the perfect solution to manage collaboration. First, users can leave comments on files. So, if someone downloads a file to work on, he/she needs to indicate that in the comment section. That’s not all; users receive notifications when new files are uploaded. This means you will be alerted when the latest version of the file has been synched rather than checking back every few minutes. That’s not all; you can even track file activity. So, even if someone fails to leave a comment, you can see who has downloaded each file and check with them before you start working.
Don’t Compromise on Encryption: One of the things that the numerous hacking incidents have taught netizens is that encryption is of paramount importance. Encryption is the one that you cannot compromise on if you want to guarantee the security of your online file storage and sharing platform. While most online storage platforms offer some form of encryption, it is advisable to also take matters into your hands by encrypting your files before you upload them – this is particularly important for sensitive files which contain passwords, social security numbers, and other personal details.
FileCloud keeps your files encrypted at all times. When in transit, the platform uses SSL/TLS for protection and AES 256-bit encryption when your files are in storage. FileCloud issues each user a unique set of encryption keys.
Apart from encryption, FileCloud offers many other impressive security tools like ransomware protection, the ability to integrate an anti-virus to your storage platform, and two-factor authentication (2FA). We all know the importance of anti-virus and ransomware protection, so I’m going to talk a bit about two-factor authentication. For most users, 2FA may seem superfluous apart from adding an extra step to the signing-in process, but this is wrong. Studies show that many people tend to use the same password for multiple platforms. So, if a hacker cracks the password, all the other platforms that the person has used that password could be compromised. 2FA prevents this by adding another layer of security which would prove insurmountable to most hackers.
Online cloud storage lets the user store information on remote servers which can be accessed through internet connected devices. The benefits Online cloud services provide is that users need not invest in server storage infrastructure, maintenance, security and service thereby giving financial liberty to the business.
FileCloud comes equipped with state of the art infrastructure and features :
- Secure servers : The data is stored in remote secure servers which are maintained by dedicated teams for security of data.
- Automatic Backups : The data is regularly backed up automatically at regular intervals thereby ensuring the latest data files are available to the users.
- Recover Deleted files : The deleted files and folder can be easily recovered by the user thus ensuring no data gets lost .
- Secure File sharing : Files can be easily shared with FileCloud’s cloud storage services. The user can share files publicly or privately depending on the requirement.
- Affordable : FileCloud provides its user with the best online cloud storage services which are secure as well as affordable for the businesses.
- Unlimited Access: Best online file storage provides secure, anytime access to your files from any device, with seamless synchronization and robust security features.
- Secure and Accessible: Online file sharing and storage solutions provide secure access to your files from any device, anytime, with advanced encryption to protect your data from unauthorized access.
Please take a look at detailed FileCloud features:-
FileCloud features overview