December 1, 2020
For the success and smooth operation of any business, each individual and department need to work seamlessly with each other akin to meticulously crafted cogs in a well-oiled machine. For this to be possible effective collaboration and communication coupled with a convenient and efficient means of sharing files and information is crucial. Previously used methods of achieving this involved everything from manual paper filing to network drives and the use of physical USB flash drive to mobilise files; both of which are far too inefficient, cost prohibitive, and insecure by today’s standards. Furthermore, such systems would be borderline impossible to operate under, given the current social distancing norms and other such restrictions that fall under our new normal.
Thankfully, modern technological advancements such as cloud computing, virtual desktop infrastructure, increasingly portable devices, and ready availability of high-speed wireless communication come together to make file sharing and collaboration easier than ever before. However, most traditional forms of online file sharing, while convenient and easy to use, are often lacking on the security side of things. This is where Enterprise File Sync and Share (EFSS) comes in.
What Exactly is Enterprise File Sync and Share (EFSS)?
At its core, EFSS systems operate in a similar way to most common cloud file storage and sharing apps, offering users a platform for the sharing of documents, photos, projects, and other files. However, in the case of EFFS it is used for the communication, storage, and sharing of files specifically among work employees and devices of an organisation through a common application platform and regardless of geographic location. As a result, the system is capable of offering a level of security more akin to what you might find in a more traditional policy-based network infrastructure.
In addition, more advanced EFSS solutions provide additional management tools, together with full-fledged auditing, compliance and security features. Adopting an EFSS solution also ensures that employees do not need to bypass company security policies and use other means of cloud storage. More advanced implementation of EFSS technology can provide businesses with a file sharing network that is compliant with even the most heavily regulated industries like healthcare and finance.
Aside from the convenience that a system like this provides its users, lets look at three of the most prominent advantages that a system such as thing offers any business, and why you may want to implement it into yours.
Reduced costs
One of the most obvious advantage of having your entire file storage infrastructure online in the cloud, is that you will no longer need to in any form of internal storage infrastructure. Multiple hard drives, internal servers, and administrative costs to manage it all will be a thing of the past.
Furthermore, with all files stored within a closed cloud-based infrastructure, sharing files with both staff and clients securely becomes a breeze. This drastically increases efficiency, speed, and productivity while also reducing on unnecessary courier costs. Most EFSS systems are also incredibly flexible, ensuring that no matter what the size of your organisation may be, there will be a solution available to match your requirements.
Data Security
82% of enterprises believe their employees are the weakest link in their organisation’s data security. Previously, enterprises needed only worry about rogue or careless employees either passing on sensitive information to rivals of losing it unintentionally. With modern technology sharing files is just one click away. With such convenience comes increased risk and important company documents getting leaked can simply be a matter of the wrong button getting pressed at the wrong time. As such, failure to address these concerns and adapt to new innovations can lead to some significant problems in the long run.
Advanced EFSS systems can go a long way in reducing such security loopholes. Files stored within such a system are usually scanned for any ransomware or other such issues, as well as encrypted before storage. More advanced solutions even allow you to restore accidentally deleted files and restrict access to some files. They can also be integrated directly into most enterprise-level anti-virus solution.
As an added advantage, having all the company’s files stored in one place properly tracked and encrypted, reduces the chances that sensitive files can get leaked into the wrong hands. These solutions are even capable of remotely wiping any company data from a device that has been lost.
Efficient Collaboration
One of the greatest advantages of any cloud-based file storage infrastructure is the speed with which files can be shared and information can be accessed. This is especially true for those embracing the WFH culture. Online file storage offers them an opportunity for seamless collaboration in real time with their colleagues no matter where in the world they may be located. Breaking these geographical boundaries and the real time interactive nature of the system goes a long way in improving the overall efficiency of an organisation.
Furthermore, having a custom EFSS infrastructure enables them to incorporate a number of convenient tools and features. These include the ability to leave comments on files, receive notifications when files or folders are changed, automate processes, restrict access to specific files, or even directly integrate the system with Microsoft Office for added convenience.
Such high levels of cohesiveness make it easier than ever to manage projects between various teams within the organisation; keeping every person well informed of each other’s progress as well as facilitating better communications between teams. In doing so the system offers unprecedented levels of organisation and convenience, ensuring that every project is always completed without any unnecessary delays.
Oman Data Park Cloud File Share
Here in Oman, our Cloud File Share, powered by FileCloud technology, has been recognised as the customer’s choice for a cloud collaboration platform by Gartner for two years in a row. Cloud File Share has been designed to be incredibly flexible, allowing us to tailor its benefits and features to match exactly what your company needs.
Our support specialists have several years of experience helping companies move data, applications, and processes to the cloud. We can help you identify the best practice for your business, create a road map for implementation, launch your transition, and help you every step of the way to achieve your goals.
FileCloud technology allows us to offer you multiple ways through which you to access your organization’s files; these include through web access, sync, virtual drive, mobile apps, WebDAV, and browser add-ons. Sharing files while maintaining data security is also made incredibly easy thanks to easily created public or password protected file links. FileCloud also offers further customisation options for increased security such as restricted number of downloads, view only restrictions, time bound shares, and restricted uploads.
To ensure absolute security, the service utilises the industry’s strongest possible security protocols and controls to keep your data secure, including two-factor authentication, 256-bit AES SSL encryption at rest, and Active Directory integration. This ensures that you are already compliant with NIST, HIPAA, and GDPR, and can also support FIPS 140-2 for federal agencies. Such a high level of encryption, coupled with its other security options means you can securely access your enterprise data from anywhere using any device and without the need of a VPN.
For added peace-of-mind, all our managed cloud-based services, including Cloud File Share, are hosted at our TIA 942 Rating 3 certified Data Centre. The centre guarantees 99.9% uptime for all your data and processes while 5 terrestrial links and 16 cable systems ensure fast and consistent performance from all over the world.
Our Cloud File Share solution has also been designed to foster employee teamwork and improve workforce cooperation. For starters, the system is completely compatible with nearly every popular mobile device as well as Macs and PCs. It also supports real-time data sync across all devices, users, and platforms, together with User a host of user controls for working with and sharing files/folders. It can also be directly integrated into native Microsoft Office apps, DocIQ, and AWS for maximum editing power and file control.
The FileCloud platform also supports workflows and provides an enterprise-level audit trail to manage users, applications, and data for each file. You can also search through your company database for files using metadata or keywords from documents.
Conclusion
Ultimately, our Cloud File Share offers one of the most advanced enterprise level file sharing solution available on the market today. Its low cost and flexible nature allow even small and medium enterprises to operate at a level that matches the bigger players in the market while also enabling them to operate at peak efficiency under the current WFH-focused market, while still maintaining their data security.
