As technology increases and provides easier and faster ways for businesses and individuals to share information, file sharing becomes one of the most popular services out there. Many businesses and companies can take advantage of these services and streamline their information structure. Here are a few reasons that a business should use a secure file sharing server.
1. Cost Savings
The first and foremost reason to use a secure file sharing server is the ease with which information can be exchanged. Remote office employees or even in house employees had to choose from several options in the past and none of them was an ideal choice. Emailing files back and forth was not very secure and met with several limitations.
Local file sharing servers needed a lot more work from in house IT professionals to remain secure and in proper working order. This increased the cost of doing business and every new employee required usernames and passwords that made it necessary to have an IT person on staff and working at all times.
Using a secure file sharing server that another company has set up has its advantages in security. This may seem redundant, as a local server would also have security, but it is not. A file sharing server that is deployed by a company that specializes in servers not only has the advantage of experience, but also the fact that a server company does not have to worry about doing other types of business.
A florist that needs a secure file sharing server becomes a florist and a server company at the same time. One would never see that same florist try to set up their own electric company, so why would they try to be their own server company.
3. One Server for All
Rather than try to manage a separate server for all business locations or the harder task of trying to manage and secure a server that connects these, it is so much easier to let another company that specializes in these things handle the hard work. Security, users and passwords can all be a major hassle and you have better things to do with your time and fiddle with server settings.
4. One System for Everyone
Explaining methods and systems to new employees can make a large budget out of the training process. Have one simple system that everyone uses to exchange files can eliminate an entire day of training for large numbers of employees. This is great way to save money and eliminate confusion. Most mistakes in the office come from too many protocols for one type of action. Giving employees 10 different options for moving a file gives them 10 different ways to make a mistake.
5. Easy Management
It is really nice when a change needs to be made, whether it is adding or deleting an employee or just changing a password to be able to make those changes in one secure location. Having too many servers and too many ways to access them leads to putting off critical tasks because they are too hard to do. When everything is clean and organized in one place, work is less like work and more like a tidy little task.
6. Any Platform
Once files have been placed on a secure file sharing server, they can then be accessed from any computer and it does not matter what operating system that computer is using. With standard file servers there can often be an issue with an alternate system picking up files or even placing them. To avoid these issues with a standard server, it takes a lot more work from the IT department.
7. No More Excuses
One of the most common tasks that the average employee will do in a given period of time is make excuses. Technology and its little quirks have made it easy for an employee to blame the system for lost or late work. Stating that they emailed the files the day before or they placed them in the file server earlier and it will take some time to find them is a thing of the past. One easy to use secure file server and no one have any excuse for why a file is not there on time.
Using a secure file sharing server for employees and management makes the task of exchanging information easy and error free. There is no reason to pay a staff of IT professionals to manage a complex in-house server when there are easy options that save both time and money.
Karim Toohalik writes for http://www.brainloop.com/, a company specializing in creating a secure workspace through secure online document sharing for people who work from home, in the office, or out on the road.