5 things you need from an enterprise file sync and share solution


Sharing information is essential for business operations. Often, though, when stopped by size limitations, your employees find workarounds via email or network drives. This can force them to jump to the next best thing – file sync and share products.

You may have prohibited these products for security reasons, but that’s not going to stop employees from using them. They need to share information, so they find on their own ways to do so. That’s why they’re signing up for enterprise file sync and share (EFSS) products using their own devices and logging on with personal email credentials. As a result, they can upload work documents and send them to team members when needed.

And even though this process seems to be a simple workaround for collaboration, it’s difficult to ignore the elephant in the room: Is this information really secure? Who can access it and what can they do with this information?

By implementing an EFSS product, you prevent your company from losing control of your documents. And when deciding on what product to use, there are five things you need to make sure your EFSS system can do.

The right EFSS system:

  1. Provides complete control of all sharing

Your EFSS product should allow you to retain control of who uses the product through corporate email address authentication. This gives your organization valuable insight into who is sharing documents and which documents they are sharing.

  1. Extends your current solutions

Innovative companies are designing their EFSS products to integrate with and strengthen your current systems – including enterprise content management (ECM) and line of business systems. This reduces process bottlenecks while eliminating the need to copy and paste files.

Choosing an online file sharing product that extends your solutions also allows you to automate processes and reduce manual steps – increasing your speed and accuracy.

  1. Keeps your information secure

To maintain your security standards, you must understand what cloud services each EFSS product provides. Are you comfortable sharing all of your important documents in a public cloud? Or, do you prefer a safely hosted solution in a private cloud?

What about where your information is hosted? Is it okay for it to be stored outside of your country? If you need your data stored in your country, it’s important for you to have that option. You should also look for a vendor with personal encryption keys to ensure your information remains protected.

Also, look for a product that offers document audit trails. This gives insight into who accesses documents and when.

  1. Revokes access automatically when users leave

If an employee uses a personal sharing product, they can access your organization’s sensitive information long after parting ways. That’s why you need an EFSS product that syncs with your active directory of employees.

That way, when an employee leaves your organization, their access rights are immediately revoked from the system.

  1. Enables easy transfer of ownership during personnel transitions

Change is always happening. With the right EFSS system, when an employee changes roles or leaves your company, you can easily assign all user rights and access to new or additional users of shared folders.

This ensures that your organization maintains a consistent level of service and high levels of professionalism during personnel transitions.

 File sharing is critical for today’s workforce. As a result, if you don’t give your employees the tools they need to get their job done, they will find workarounds.

It’s important that you do your homework. Find an EFSS product that fits your goals as well as your security needs. For now, and the future.

Lisa LoParo brings more than 14 years of experience in marketing to her role as product marketing manager for mobile at Hyland, creator of OnBase. Her mission is to teach organizations the value of mobile technology with OnBase.
Lisa LoParo

Lisa LoParo

Lisa LoParo brings more than 14 years of experience in marketing to her role as product marketing manager for mobile at Hyland, creator of OnBase. Her mission is to teach... read more about: Lisa LoParo