Common Mistakes to Avoid With Online File Storage and Sharing

May 28, 2019

Millions of individuals and organizations across the world depend on the cloud to complete tasks and operate smoothly. However, there are also issues including security risks which can compromise the safety and efficiency of your cloud environment.

The cloud has become the standard for file storage and sharing today. There are many advantages to using the cloud. Millions of individuals and organizations across the world depend on the cloud to complete tasks and operate smoothly. However, there are also issues including security risks which can compromise the safety and efficiency of your cloud environment. In this article, we'll look at some common mistakes that you may be making when storing and sharing your files online.

1. Failing to Upgrade Security on End-Point Device

We all know the importance of choosing a secure cloud storage platform, and we often focus on this while neglecting the security on end-point devices. This can be risky because if your device is not secure, the moment you download a file on it, there is a window for hackers to get access to that file.

It is relatively easy for individuals or small organizations to ensure the security of their devices. You simply need to have everyone in your organization install good anti-virus software and keep it updated. For large organizations, it can be costly (in terms of IT man-hours and licenses for anti-virus software) and time-consuming.

The best way to guarantee absolute security for online file storage and sharing in your organization is to choose a virtual desktop infrastructure (VDI) like FileCloud. You can choose to use our cloud storage platform or integrate FileCloud VDI into your in-house server and have your own Dropbox-like file storage and sharing platform. But it gets better, with FileCloud VDI, your employees work in a virtual environment. This eliminates the chances that your files will be compromised by poor security on end-point devices. What's more, this is a more affordable option and it will be easier to maintain the security of your data center. FileCloud comes with a range of security tools including

2. Giving Too Many Users Admin Privilege

There is a saying that "too many cooks can spoil the stew." Yes, this is true and you don't have to be a master in the kitchen to know that this also applies to online file storage and sharing in an organization. The simple fact is that if too many people manage your cloud platform and have access to admin settings, there are greater chances that one of a clash in their roles. For example, one user with admin privilege can inadvertently change some vital security settings on your cloud platform, and this could put your files at risk.

One way to solve this is to limit admin access to only top excutives and IT experts in your organization. Another option is to use VDI. VDI platforms like FileCloud give you full control over the file sharing and storage processes in your organization. The level of proviledge that each indivdual gets is determined by the person's role in your organization. You can choose to give particular people admin priviledge, you can also lock files to prevent anyone from downloading or editing them. FileCloud even allows you to access File Analytics and Reports so you know who is doing what and accessing particular files on your platform.

3. Downloading Data from a Protected Platform and sharing it via an Unprotected Route

Collaboration is the lifeblood of every organization. Every day, different people may have to work on a set of documents. Therefore, there is an exchange of data among them. It often happens that one person can download files from a cloud storage platform and choose to share it via email or even create a shared link and send it via Skype or any other communication platform. Yes, this is a convenient way to promote collaboration but it is very risky in terms of security. Hackers could access the data while it is in route or get the shareable link and go through your files.

You could make it a company policy that files are only shared via a secure cloud platform. You could also opt for a VDI platform like FileCloud which is designed with a focus on collaboration and security. FileCloud encrypts your files when they are in transit and in storage. Also, the platform is fitted with a range of tools to promote collaboration including allowing users to leave comments on files and sending notifications when a shared file has been changed.

4. Accessing Your Files from an Unprotected WiFi

We've all been faced with the need to access sensitive files while away from the office. Maybe you were at the coffee shop or even visiting a friend and you decide to log into your work storage platform to access particular files and quickly complete some pending work. This is understandable, but it is highly riskly. By accessing your company's storage platform via an unprotected WiFi you're essentially inviting hackers in. And as we have seen from hacking incidents in recent years, this could have some serious consequences.

One of the top reasons why more-and-more organizations are choosing VDI is to avoid this scenario. With FileCloud's VDI, the safety of your company's files is never at risk even if you access your work platform via an unprotected WiFi or you use someone else's computer to work. This is because files are actually never downloaded; all the work happens on the VDI platform. FileCloud keeps your files protected at all times using multiple security mechanisms such as encryption, ransomware and anty-virus scanning, and Two-Factor Authentication (2FA).


There are many other mistakes that are frequently made in regards to online file storage and sharing. However, we have highlighted the four points above because they appear to be the most common ones.

What all of this shows is that cloud storage is not enough for enterprises. The ultimate solution is shifting to VDI. In the past, one of the things that kept companies from choosing VDI was cost. However, things have changed today. FileCloud has different pricing strategies to accommodate companies of different sizes. Whether your company is just starting out or you are a behemoth, we have the perfect VDI package for you. You can even choose to integrate FileCloud VDI into your existing cloud platforms like Amazon WorkSpaces or Microsoft Azure.

Author : Rahul Sharma

By Team FileCloud