IT admins and employees are always in a constant battle. Employees use unsanctioned and consumer-grade services to share files and improve their productivity. They hardly pay attention to data security and privacy of client documents or meeting corporate compliance. When this happens, IT teams have no control over how files are stored and shared and may not be aware until data is compromised.
In today’s age of BYOD, IT administrators are fighting an uphill battle to change employee behavior. Instead, they should embrace digital collaboration and adopt an enterprise file sync and share (EFSS) solution to let employees securely share documents, photos, and videos across multiple devices.
Let’s explore Enterprise File Sync and Sharing (EFFS) and some of its benefits that will help employees collaborate more securely.
What is Enterprise File Sync and Share (EFSS)?
Most file-sharing tools that people use often lack the security and compliance standards that businesses need to adhere to, which is where EFSS comes in. It is designed to meet business needs.
EFSS is a software solution that allows users to save files such as documents, photos, and videos on-premise or in the cloud and then access them on mobile devices and desktops. It is similar to a consumer file-sharing service but has additional capabilities suitable for large businesses.
EFSS stores files in a central repository, allowing employees to securely synchronize and share content from both inside and outside their organization.
Why is Enterprise File Sync and Share (EFSS) Important?
When companies don’t provide a file sync and sharing device, employees end up using personal tools such as email, Google Drive, or Dropbox. Alternative options such as an ECM (enterprise content management) tool can be complicated to meet the needs of employees.
An EFSS solution combines the simplicity and convenience of personal file-sharing tools with enterprise-oriented features to improve employee productivity. EFSS also improves security, and flexibility and gives control to the IT staff.
The main factors influencing organizations to opt for EFSS are:
Demand for collaboration tools
Secured file sharing
Support for mobile devices to access content
Simple access to shared files
Benefits of Enterprise File Sync and Share (EFSS)
For IT departments, a dependable EFSS solution provides enterprise-grade features that improve security, flexibility, and control. Some EFSS benefits include:
1. Secure Access from Anywhere
Employees aren’t limited to a single corporate-owned device to access company files for work. EFSS gives employees the ability to work and access data that wouldn’t be otherwise accessible on mobile devices. The solution converges all data into a centralized system that can make data accessible to the right people from a range of mobile devices.
2. Data Loss Prevention and Disaster Recovery
An EFSS service centrally stores and controls data to prevent data leakage due to a cybersecurity attack, a lost or stolen device, or human error. While centralization may sound like a bad idea, implementing security measures such as two-factor authentication and encryption can reduce data exposure.
3. Maintain Audit Trails and Document Version Control
The audit trails in file share and sync solutions provide complete visibility into document access. Changes made to files are recorded, and changes can only be made by users with authorized access. This helps employees find the most up-to-date document versions and lets them compare the latest versions with original drafts.
4. Improved Flexibility and Security
Enterprise file sync and sharing capabilities allow ad-hoc management of files to minimize the impact on existing processes while supporting collaboration. Files can be organized according to existing business workflows, allowing employees to distribute documents digitally with minimum impact.
Things to Remember Before Choosing EFSS
Organizations mostly choose an Enterprise File Sync and Sharing solution based on cost, security capabilities, content management controls, user productivity features, and its ability to integrate with existing business tools and processes. Scalefusion provides the following collaboration and security features that organizations need.
Granular access control
Remote device lock and wipe
Real-time tracking and auditing
Document upload and download restrictions
Secure data back-up
The proliferation of workforce mobility and bring-your-own-device (BYOD) programs have made enterprise file sync and sharing a must-have for organizations. EFSS will help meet the demand for increased collaboration, higher levels of security, and support for mobile access to corporate documents.