For many workers, cloud-based file sharing is indispensable: They use it for lots of different purposes, and they reach for it often.
The cloud can be helpful for IT administrators, too, but there are some caveats. You have to know the basics about the cloud, and then you have to choose the right cloud-based file-sharing service. You also have to trust your users not to mishandle company data. If those stars align for you, then employees' cloud use can reduce your workload, improve their productivity and happiness at work, and save your company money.
Read on to learn more about the benefits and drawbacks of cloud-based file sharing in the enterprise, including some expert tips and approaches to make the cloud work for you.
1In the know-
Cloud-based file-sharing technology
Before you get started with cloud file sharing, there are some things you need to know. It's important to stay up to date on cloud terms. You also need to know about the benefits of cloud: Using it can save your company money, but you don't always need to look to third-party providers. You should be familiar with the limitations of cloud-based file sharing because it's not a magic pill. And it's critical that you know what to look for in a cloud service provider.
Companies use the cloud and file sharing for different reasons. Sometimes it's to give workers access to files and data, and sometimes the cloud is an alternative to old-school backups. Regardless of how or why you use the cloud, you need to know about its weaknesses. Continue Reading
Employees' cloud-based file-sharing habits let IT get rid of file servers -- and the management and maintenance woes that go along with them -- and can reduce the costs associated with virtual private networks. Continue Reading
The terms cloud and mobile file-sharing aren't the same thing, and you don't need to turn to the cloud to enable file sharing. Many providers have on-premises tools that can get the job done. Continue Reading
There are tons of cloud storage services to choose from, including Dropbox for Business, Box, Google Drive. When you're looking to pick a provider, make sure you know what features you can get from each service, and make sure those features meet users' needs. Continue Reading
2Mail and apps-
Cloud email and productivity applications
Though concerns over the security of corporate data in personal cloud apps and email accounts might keep you up at night, IT actually has a lot to gain Cloud email, apps and productivity suites have become a part of the way employees work today. Though concerns over the security of corporate data in personal cloud apps and email accounts might keep you up at night, IT actually has a lot to gain. If you trust your users to do the right thing and you select the right cloud providers, cloud apps and email can decrease your overhead and your workload, all while improving employee productivity.
It's easy for workers to use personal cloud services to store and share data and do so without any IT oversight. But if you offer employees cloud file-sharing apps to use, you'll know where company data is being stored. Continue Reading
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3Lock it up-
The cloud and security concerns
Cloud services have been hacked and corporate data has leaked. It may not have happened to your company, and it might not in the future, but there are still some concerns around the security of cloud storage services and file-sharing tools. Make sure you know how data can be compromised and it will be easier for you to defend against those risks.
It's important to have data loss prevention strategies in place before data has a chance to leak. Consider educating workers about their cloud habits and using digital tags to keep corporate data safe. Continue Reading
Corporate inboxes can have many restrictions that force users to forward work email to personal cloud email accounts, which can have significant security and compliance implications. If you want users to stop forwarding mail, give them corporate email that feels like cloud. Continue Reading
4Show your stuff-
Quiz: Business cloud storage and file sharing
Now that you've brushed up on the cloud and file sharing, take this quiz and see how much you really know.Take This Quiz
5Get it straight-
Check out these definitions and learn more about cloud-based file sharing and cloud service providers.