It is immensely important for your business to have the ability to efficiently and securely share files. Whether you need to send sample fliers to your marketing department or circulate a weekly email to all your employees, you will need to share documents at some point. Of course, everyone knows how to share files using their phones or computers, but if you are a large company with multiple employees, you may benefit from using file-sharing software. Such software can keep your sensitive information safe and your employees and clients informed.
What Is File Sharing?
Distributing digital resources such as documents, graphics, and multimedia is known as file sharing. File sharing is necessary for the vast majority of business settings where it is often imperative for multiple people or departments to have access to the same files. In years past, file sharing often involved printing multiple documents and physically distributing them to various individuals. Still, in modern times, countless files can be shared with just the click of a button.
How Does File-Sharing Software Work?
For many companies, there are better options than sending files with sensitive information via email. However, there are often security issues; to make matters even worse, sending extremely large multifaceted files is nearly impossible. For this reason, business file sharing software has become more popular among organizations of all sizes.
To effectively and efficiently work, file sharing requires at least one party to access certain files, such as videos, documents, images, audio clips, or even entire computer programs. File-sharing software allows users to access files stored on another computer or a server. Some companies prefer to utilize peer-to-peer sharing completely. Still, a server is often the best idea for companies that want to provide employees with centralized access to specific files.
By choosing to utilize a central server, which can be either local or cloud-based, only authorized users have the authority to access files. Permission settings can be adjusted to change over time, and if you have the authority to access a file, you will usually be able to make edits to it, delete it, download it, and share it. When a person uploads a file, they can allow others to access it but restrict them from taking certain actions, such as downloading or editing it. One important thing to note is that file sharing on a local server should only be used for internal users. However, a cloud-based file sharing solution can provide appropriate controls to protect your data while allowing external users access.
Benefits of File-Sharing Software
File-sharing software can offer companies a myriad of benefits. With the right file-sharing software on your side, you can:
Ensure Security
Improperly sharing files comes with several risks, including hacking, infection, and the accidental sharing of sensitive data. When you use a business-oriented file-sharing software program, you will have a high degree of control over who can access, edit, and share your files. If you are concerned, a person may share certain pieces of information with an outside source, and you can restrict their ability to download the file or, if necessary, their ability to access it. In addition, many platforms now reduce the risk of infection by integrating virus scanning, so those downloading a file know it is free from infection.
Centralize Files
When sharing a file via email, it can be easy to lose track of the latest version. You may have to search your email inbox to find the latest version of a file. Searching for files in your inbox can be difficult, but if you utilize a file-sharing program, you can create a centralized database where the latest version of a document can be easily accessed. The software can also show you the history of a file dating back to when it was first created. Keeping track of files can be immensely helpful, especially since businesses are often required by law to maintain file audit trails.
Easily Send and Manage Large Files
Sharing large files such as videos, designs, and 3D models can be nearly impossible using email alone, especially when sending them to multiple people. Using a file-sharing platform, you don’t have to worry about breaking larger projects down – you can send entire files, no matter how large. The ability to send large files can be extremely helpful if you need various people or departments to work on a single project.
Choose the Right File-Sharing Software
In short, if you are still sharing files the old way, you must realize you can save time and money by utilizing file-sharing software. Of course, your chosen software should be based on your company’s needs and size. Just be sure to choose one that is easy to use and doesn’t limit file size.
