Similar to file storage, there are many methods to share a file or piece of information. Various mediums and security layers determine what fits your organization’s needs best, from simply attaching a file via email to a secure encrypted file sharing solution. Your unique business needs should dictate how you approach file sharing, and an efficient and secure platform can improve productivity and reduce risk.
To determine the best file sharing option, begin by asking the following ten questions about your business:
- What information do I need to share? Large image or video files, documents, or real-time data from a database?
- With whom am I sharing the information? Are they internal, external, customers, vendors, government agencies, etc.?
- Does the information fall under a regulatory requirement? Must it be protected to a higher standard?
- What is the timeframe for sharing? Is it a tool for one-time large file shares, or do the files need to be available longer-term? What is the retention or storage policy?
- Do I need an audit trail to know who accessed shared documents and when?
- Do I need to be notified when someone accesses shared documents?
- Do I want others to be able to share the information/documents I originally shared with them? Or do I need a tool capable of restricting file sharing?
- Do I want others to be able to modify the documents I’ve shared with them?
- What is my budget for file sharing?
- Does my company security policy have guidance on file sharing, and what solutions will comply?
With the answers to these questions, you’ve created the initial list of requirements for a sharing solution. Leaders should work closely with their systems administrator or technology advisor to better understand configurations and available tools.
