Business file-sharing services provide a secure and convenient platform for sharing files among team members while maintaining control and confidentiality. With advanced features such as encryption and user permissions, business file-sharing can help streamline your workflow and improve collaboration within your organization.
Part of running a successful business includes making sure that information flows freely and efficiently along different communication channels a company uses.
Not only that but data security should be guaranteed as well, right from the sender down to the intended recipient. Henceforth, business owners like you should strive to make business file sharing as seamless and secure as much as possible.
In the data-centric society the world is in right now, data is a very valuable asset to businesses and individuals alike. To signal to your clientele, business partners, along with your team members that you highly value data privacy and integrity, make file sharing efficient and highly reliable.
Here are different strategies that you can employ to boost your organization’s file-sharing processes:
1. Send Online Fax
Businesses today are learning the benefits of how to fax without a phone line through internet faxing.
Faxing over the Internet doesn’t require you to have a fax machine. You can send large volumes of documents, even with at least a few hundred pages, with online fax.
This new faxing method also offers cloud storage where you or your recipient can organize and keep your files safe. You can easily re-access your documents anytime and anywhere you are as long as you have access to the web.
Online faxing allows users to send and receive documents from and to their mobile phones. You can use your scanner app to convert paper documents to digital copies and send them with only a few taps on your phone screen.
Another valuable feature of online faxing is it allows you to sign documents electronically. You only need to draw your signature on the designated area of the digital copy, and you can send it back to the sender.
2. Use File Transfer Protocol
If the business has shareholders, it’ll be beneficial to use a file transfer protocol or FTP. It is a common way to share large amounts of data from a computer to a server via the Internet. Stakeholders can access files and transfer them by connecting to an FTP. It is among the best ways to share large volumes of text files or images.
Industries that utilize FTP sharing include medical, manufacturing, financial, legal services, and so much more. For example, photographers need FTP for sharing various action shots of athletes and sporting events. Architects also use FTP to share files with construction and engineering people, like diagrams and similar files for a project.
FTPs can either be for public sharing or allow the user to download files using a password. Teams use it for transferring pages, app files, and images. Do keep in mind though that FTP isn’t designed for sensitive information like health or financial-related data.
3. Look Into Cloud Storage Services
At times, using physical file storage can be risky, especially when you only have one storage device containing all your necessary files.
Thus, use a cloud storage service that you can access with a stable and high-speed internet connection. If you and your recipient use the same cloud network, uploading and sharing large volumes of files becomes quicker and more efficient.
Cloud storage services make it possible for anyone around the globe to have access to documents you send. It saves you time because your recipient doesn’t need to download all the files before they can use them – it only takes a few seconds to access them.
Plus, cloud storage has improved security as you don’t need a virtual private network (VPN) to access them. And it’s cost-efficient because business owners don’t need extra equipment.
4. Create And Organize Folder Structure
Aside from deciding what file-sharing method to use, you can also work on building a filing system around your business type to make the process of file-sharing a breeze.
Structuring your folders is essential to help you and your team improve productivity. You can choose to organize folders alphabetically, numerically or label them according to your business needs.
Remember to keep the file structuring simple by giving short descriptive names to your folders and files, allowing other team members with network access to navigate the structure easily. It’ll help them locate files faster.
When creating folders, limit them to three or five to make them easier to organize. And everyone who has access to the files must be informed to follow best practices and only change them with the permission or knowledge of the entire team.
It’d help to post guidelines so that everyone involved can read them and be on the same page regarding the implementation of the filing system.
5. Use A File Encryption Software
You can select file encryption software to safeguard sensitive files from cyber criminals and other unauthorized personnel with malicious intent. Information breaches can cost your business resources, so file security is always a priority regardless of whether you’re a small business or an established company.
File encryption software utilizes cryptographic methods that scramble data unless the recipient has the appropriate key to access them.
End-to-end encryption ensures that you send and receive files the way data travels through a tunnel of protection until it reaches its intended destination. Not only are industries benefiting from this technology, but governments too.
6. Leverage File Sharing Apps
There are various free and paid software for file sharing out in the market right now. With file-sharing apps, your team can work on collaborative projects such as content creation, and those with access can easily edit files without any hitches.
Leveraging file-sharing apps makes file sharing easier because file sharing is streamlined. Learning curves are minor as well, thanks to most apps’ beginner-friendly interfaces that promote easier access. And some have unique features that add metadata tags, watermarks and allow teams to post large amounts of content. It saves time when the team can perform multiple tasks with less time and effort.
The automatic syncing feature on file-sharing apps makes it easier for different people to see the latest work on a project they are working on simultaneously too.
You can simplify business file sharing by employing digital tools like online faxing apps, file transfer protocols, and cloud storage services. There are also other programs where teams not only share files but can also work on them when on a collaborative project.
Furthermore, file sharing can be made more efficient by building a simple file structure with fewer folders and memorable file or folder names to make accessibility faster for everyone who has access.
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I am Adeyemi Adetilewa, a media consultant, entrepreneur, husband, and father. Founder and Editor-In-Chief of Ideas Plus Business Magazine, online business resources for entrepreneurs. I help brands share unique and impactful stories through the use of public relations, advertising, and online marketing. My work has been featured on the Huffington Post, Thrive Global, Addicted2Success, Hackernoon, The Good Men Project, and other publications.