What You Should Know About Secure File Sharing When Proprietary Information is Involved

The issue of internet security has never been more prevalent than it is today. With frequent online security breaches being reported in the news, businesses have a reason to be concerned about the content they host, share and receive on the internet. Particularly, if you or your clients work with proprietary information, secure file sharing is of the utmost importance. 

So, what are the risks you should be aware of when it comes to file sharing online? And, how can you prevent your company and your clients from dealing with a potentially catastrophic security situation? Are there certain platforms and features you should be utilizing to better protect your information? We’re answering all of these questions and many others.  

Find out how to be sure you’re participating in the safest possible file sharing practices online. 

The Importance of Secure File Sharing in the Digital Age

It’s often said, your business is only as important as the content you share. The same can be said about how effectively you’re able to protect your client’s business interests. If you often deal with proprietary information on behalf of your clients- whether they’re lawyers, engineers or in the IT field- it’s your duty to guarantee that their information is safe. Your clients’ businesses may depend on your commitment to their data, content and proprietary information.   

According to Juniper Research, cybercriminals stole 12 billion records in 2018. They estimate this figure to skyrocket to a staggering 33 billion records by 2023, with more than half of these occurring in the United States. Additionally, the Ponemon Institute’s 2018 ‘Cost of a Data Breach’ study for IBM found that the average cost of a data breach to companies worldwide was $3.86 million. It’s vital to protect your company from security threats by opting for more secure cloud-based platforms.  

There are several ways to ensure secure file sharing and operate more safely online in general. First and foremost, you need to invest in a cloud storage system that stores and backs up your files across multiple devices and multiple storage facilities. Additionally, your platform should regularly check your data for integrity and respond accordingly if anything suspicious should arise. 

Key Tips for Securing Your Information Online

Explore some additional basics of secure file sharing and safer internet practices in your business, below:   

  • Have you enabled two-step verification on your cloud accounts? This is an absolute must for better security for your information.   
  • Ensure your most important systems have complex passwords that are changed on a regular basis. Additionally, your passwords should never be housed in a basic Excel spreadsheet or accessible on a public drive at your company.   
  • When accessing proprietary information, never use public WIFI. You have no way of knowing what other people on the network are capable of and it’s an unnecessary risk to take when it comes to your team and your client’s information.  

Next, think about investing in smarter tools when hosting, sharing and communicating about critical business information. Remember, your clients are trusting you to protect their key information. Decide whether you’re doing everything you can to ensure no one is able to access their content, that shouldn’t. 

Consider Using a Virtual Data Room

virtual data room allows companies to quickly and securely collaborate on sensitive information. Whether you’re negotiating a new client deal, or reviewing a complex and confidential project, these data rooms are a great option. A virtual data room (VDR) was designed to securely transfer information from one source to another. Unlike a less secure Google Drive folder, they’re protected from security breaches and allow you to set varying levels of permissions for users.   

A VDR also enables your company to prevent certain actions like printing documents and images, or cutting and pasting any content to an outside source. Transactions within the VDR are also completely anonymous to other users. This may help ease your clients’ concerns during high-stress business situations like bidding wars. Additionally, in the event someone should no longer have access to the VDR, an account Admin can easily revoke access and eliminate their ability to login to the platform immediately.  

How to Ensure Your Cloud-Based Platforms are Secure

It’s imperative to ensure that your cloud storage system is safe and that your team is participating in only the most secure file sharing practices. The best way to do this is by understanding how you’re able to better protect your information online.  

Begin by thoroughly researching the available features you could be taking advantage of. For example, does your system require an NDA to be signed before logging in? Or, are you able to see who is most active within your cloud storage system and when they’ve viewed documents?  

Consider some of the following helpful security features to better protect your information online:  

  • Advanced User Permission Settings: Chances are, you frequently deal with several members of a team during your business collaborations. If so, you should be able to easily change everyone’s permission levels to various files, documents and dashboards. Also, you need to be able to quickly revoke user permissions whenever necessary.  
  • Easily Track Activity in Your Cloud Storage: Who and when someone accesses your information is imperative to know. Be sure to select a cloud storage system that easily lets you track everything that happens in your workspace. 
  • Better Encryption for Your Files: Your content should always be given the highest level of security possible online. Onehub offers bank-level encryption for information both in transit and at rest. This means you can rest assured knowing you’re utilizing only the most secure file sharing processes when sending important information to your clients. 

For a more secure cloud-based platform, consider storing, managing, and securely sharing files in the cloud with Onehub. Ultimately, our system makes collaborating with anyone in the world easy and safe.

Explore More Secure File Sharing Online Today

In today’s online world, it’s more important than ever to ensure the information you’re uploading to cloud-based platforms is in good hands. Your team, and your customers rely on the fact that you’re keeping their proprietary information as safe as possible. At Onehub, security is our number one priority. We monitor our customer’s data 24/7, and our practices are verified by VeriSign. The bottom line: we stand behind our secure filing sharing services completely.  

Explore our secure document sharing services, and review our stance on keeping your content secure, today. 

Why Cloud Storage Pricing Is Not a Major Factor When Choosing a Cloud Storage Provider

Don’t get caught up focusing strictly on cloud storage pricing when researching online storage solutions

Finding the best cloud storage option for your business can be a challenge. With tons of options available, it’s hard to know which is best. Additionally, how do you know which features are really necessary for your team and your clients’ needs?

First, it’s important to consider the user experience of a cloud storage platform to ensure your customers can use it seamlessly. Next, think about the specific features and tools you’ll need. Finally, consider the system’s compatibility with outside software platforms.

Don’t get caught up on cloud storage pricing when you’re on the hunt for a better cloud storage platform. Greater security and more efficient functionality far outweigh the difference in a few dollars each month when it comes to online storage systems.

Explore three key factors to consider in a cloud storage workspace today to get started.

Consider User Experience (UX)

First and foremost, it’s imperative to consider how your clients will be using your cloud storage system. Do you work mostly with lawyers who need to review confidential documents in your cloud workspace? If so, the security of your system is really vital. Additionally, setting custom permissions on certain files and folders will be key. The bottom line? Think about how your business most often shares content online with your customers.

By considering who your customers are and what would ensure they can easily access the information you need them to, you’ll be off to a great start when it comes to choosing a cloud storage option.

For example, being able to support tons of varying file types within your platform might be a must for you and your clients. Or, quickly being able to preview documents may be imperative. At the end of the day, considering the user experience of your cloud storage system is vital to ensuring it’s a good fit for your team and your clients. It’s simply not about just finding the cheapest cloud storage pricing plan; the system has to work well for your clients, too.

The Functionality and Tools You Need

Chances are, your business uses a variety of different types of software systems on a daily basis. From your email platform to your phone system, you’ve selected the exact business technologies that work best for your company. Choosing a cloud storage system should be no different.

It’s key that you vet a cloud system for the exact functionality you need to make you – and your clients’- lives easier as you store and share content.

A Customizable System

When you’re sharing important documents, files and agreements that are imperative to the success of your business, shouldn’t the system you’re using reflect well on your brand? It’s time to say goodbye to clunky, outdated systems that don’t allow you to customize them with your brand’s information.

Choose a cloud storage system that allows you to dictate the look and feel you want it to. You should be able to upload your logo, brand colors and more to make your system appear polished and professional. It’s one more way you are presenting your business to clients and portraying your brand online; make sure it’s sending the message you want.

Opt for a System That Offers Flexibility

Next, consider how a cloud storage system could offer more convenient features for your business. Choose a platform that offers flexible cloud storage pricing and doesn’t force you into signing long-term contracts. After all, your storage needs may change from month to month, depending on your client load.

Additionally, what if you discover you need more functionality that your current plan doesn’t offer and you want to upgrade? Or, if a big client leaves you, are you able to downgrade your storage plan? It’s key that you choose a system that allows you to downgrade, upgrade or cancel whenever you need to.

Choose a Plan That Gives You Complete Control

Regardless of the industry you’re in, or the type of clients you’re working with, it’s imperative that your cloud storage platform allows you control over your content. Consider whether you want features like activity tracking, so you always know who and when someone has accessed certain files. Furthermore, wouldn’t it be nice if you knew your files had bank-level encryption at all times?

Be sure to inquire about the permissions settings available in the cloud storage system as well as the level of security it can provide your information.

Additional Features to Consider:

  • The ability to upload multiple files at once to your system.
  • High-quality file previews for a wide range of documents and images.
  • Commenting and messaging features to quickly ping your team members or clients about a specific file.
  • A variety of permission levels that allow you to control not only specific folders, but files within each folder.
  • The ability to require releases, agreements and more to protect both you and your clients before they access a new, sensitive document.

Compatibility with Outside Software

We all know that our businesses don’t operate in a vacuum. You rely on a range of apps, software systems and platforms to communicate effectively with your clients. So, wouldn’t it be nice if your cloud storage system worked seamlessly with those other tools?

Ensure your cloud storage can play nice with common apps like Google Drive to make collaboration on projects easier. Additionally, a great cloud system will allow you to export certain data into an Excel sheet or Word document. Look for a system that offers a dashboard for important links and a place to post helpful information for users.

Don’t worry, if these features sound like they may come at an expensive cost, that’s not always the case. Not all cloud storage solutions cost an arm and a leg. Don’t hesitate to shop around and find the most affordable cloud storage pricing plans to fit your needs without breaking the bank.

Don’t Get Caught up on Cloud Storage Pricing When Choosing a New Cloud Storage Provider

When you’re looking for a new cloud system, be sure to look at more than just cloud storage pricing information. Consider the user experience of the platform, as well as the specific functionality you and your clients both need to work effectively. Ultimately, your system should be easy to use and an extension of your brand.

Onehub offers straightforward and affordable cloud storage pricing for businesses of all sizes. Start operating more effectively and securely. Explore our cloud storage pricing today to get started with a smarter online storage platform.

How to Comparison Shop for a Virtual Data Room

man standing in front of virtual data room

In the current digital era, it’s vital that businesses can operate both efficiently and securely online. It’s not enough to utilize the newest apps and software systems in your work, you need to be able to trust that the content you’re uploading, sharing and sending people is safe. When sharing your companies most sensitive information and financial data, using an unsecure process to store and share documents could have major repercussions for your business.

The right virtual data room allows you to get started in minutes and has the right set of features and security controls to protect your most sensitive information.

Explore the importance of virtual data rooms, the benefits they offer, and how to comparison shop for the best option.

What is a Virtual Data Room?

A virtual data room is an online storage system that allows someone to store and manage various types of documents. Virtual data rooms, often called a VDR, allow businesses to send proprietary information to clients, receive documents from a variety of sources and collaborate with users.

VDR’s also enable users to set various permissions on activity that occurs with documents within the system, so people have access only to the files that they need and have limited visibility to activity within the virtual data room. Businesses often use virtual data rooms to safely send sensitive client information such as contracts, deal negotiations, and bidding information. Therefore, it’s imperative that VDRs allow administrators to set robust user permissions, specific controls on files and folders and easily audit user activity.

A virtual data room is often available for a monthly or annual fee. The cost of the system may depend on the number of users, the number of data rooms needed, and the amount of storage space.

Additionally, factors such as custom branding, document watermarking, and document types supported may affect the cost of a VDR.

The Benefits of a Virtual Data Room

There are many benefits to having a virtual data room for your deal or transaction.

From a more efficient way to operate key business functions to enhanced document security, a VDR is a smart investment. Explore some of the most important ways a VDR can enhance the way you communicate with clients.

Better Document Security

When your company needs to quickly negotiate a deal, there is no better way to do so than by using a virtual data room. Created to securely transfer information from one source to another, a VDR can eliminate any concerns about who may accidentally be granted access to that Google Doc you just shared. The last thing you want to affect your next transaction is a security breach or accidental data leak.

A virtual data room allows you to protect against copying and pasting, file sharing or editing of any content.

Additionally, VDRs can prevent users from printing files, too. A virtual data room also enables the Administrator to immediately revoke access if a user or buyer withdraws from a deal or is no longer interested. In this scenario, their login is revoked and access to all documents is taken away immediately, unlike other document sharing and sync apps.

Confidently Share Information with Various Users

Sharing different sets (and sometimes subsets) of data with a variety of users can be challenging.

VDRs allows you to easily set granular permissions across a large set of folders and documents Whether you’re trying to negotiate a round of funding or sharing information for an M&A transaction, a VDR gives you the confidence you need to share information with user quickly and with the least amount of permissions required.

Streamlining Business Communications

If you’re looking to get a complex or sensitive client deal done quickly, a virtual data room can help.

Most VDRs allow users to preview more than 20+ types of file types within their system. This means your team, business partners, clients and prospective clients can seamlessly get access to the information they need. A virtual data room can also integrate with some of your favorite apps, making business communications really easy.

Now that you’re aware of some of the biggest benefits of VDRs, consider which features could benefit your company and your clients most.

Important Features of Virtual Data Rooms to Consider

When you think about how your team most often shares information, what comes to mind? Which business apps are vital to how your organization communicates with each other and clients? What security requirements are a make or break in terms of sharing files and content with people outside your team?

When comparison shopping for virtual data rooms, here are a few things to look for.

1. A Variety of Permission Options

If your team frequently communicates with various business partners and clients, it’s imperative you have a virtual data room that offers several permissions levels to users.

Additionally, you should be able to easily change or revoke those permissions as you see necessary. As your team changes and your client relationships evolve, making sure the right people have access to the right information is key.

2. Advanced Collaboration Features

Most businesses rely on a variety of apps, software programs and digital systems throughout their workday. Whether that’s a contract generating app or a financially based system, your VDR needs to be able to work seamlessly with the software you rely on.

Be sure to thoroughly research the integrations your VDR collaborates with.

3. White Label Friendly

Be sure you’re able to organize your VDR exactly how you prefer to. It’s vital that your system can be customized to your team’s preferences and can seamlessly reflect your company’s professionalism.

Whether this means uploading your logo to your system and changing your VDR settings so it reflects your brand’s colors and fonts, or more, your virtual data room should have white label options.

4. User-Friendly Organization

Many solutions tout a user-friendly interface but the best way to understand if the virtual data room you are looking into is a fit for your team’s workflow is to take advantage of a free trial.

Previewing content types, integrating with a variety of apps and creating folders and spaces you need are all essential to a well-organized VDR. When you’re dealing with sensitive business deals and new clients, the last thing you want to think about is wishing you could have a more organized system (or an easier way to organize your system) to send such important information.

Opt for a VDR that not lets you be hyper-organized so you can get back to focusing on your work.

5. Superior Enterprise Level Capabilities

Choose a system that will grow when your business grows.
The best virtual data room will give you options for additional storage space as you need it. Don’t limit how you’re able to communicate with your team and clients by choosing a limited virtual data room.

Compare and Shop for a Better Virtual Data Room Today

Regardless of your industry, the number of team members at your company or the number of clients you currently serve, a virtual data room can help you communicate more effectively today. Take the worry out of sending sensitive information and managing various content types by entrusting your important work to a VDR.

Now that you know what you should be looking for in a VDR, explore whether Onehub is the right virtual data room for you and your team.

We’re Hiring! Join Our Customer Support Team

A lot of companies like to say they’re a family. At Onehub we don’t. Why? Because we’d rather provide sane working hours so you can spend more time with your actual family!

We’re more of a tight-knit team at Onehub (we even work out together!), delivering world class cloud file storage and sharing solutions. Our business has been growing like crazy, which means we need to grow our team by adding a new Customer Support Rep. (This could be you!)

As part of our customer support crew, you will be on the front lines of our business, interacting with our more than 1.6 million users worldwide. You’ll answer questions, provide guidance, and make their day just a little bit better with your top-notch service.

What we are looking for

  • Firm grasp of how the web and cloud applications work
  • Experience troubleshooting software issues directly with clients
  • Strong writing and communication skills
  • Excellent phone manner
  • Interest in web development and programming are a plus

What you would do

  • Troubleshoot customer support issues via phone and email
  • Take ownership of technical issues and working with our engineering team to file bugs and help resolve issues
  • Write content and articles for our online help system
  • Document troubleshooting and problem resolution steps
  • Provide technical demos and training to customers via web conference

This position is full-time, located at our fantastic downtown Seattle headquarters, which comes complete with a stellar view of Puget Sound. You’ll work with a world-class group of programmers, sales folks and other customer service reps in a very flat organization. This means you’ll get the chance to make a big impact on our product and company on a daily basis.

All we ask is that you’re cool with collaborating with others, are driven to delight our customers, and place your office snack orders on time.

To apply, please send your resume and a short email to jobs@onehub.com and let us know why you are a good fit for this position. Write your introduction email as you would if you were responding to a customer, so we can see your communication and writing skills in action.

Admins: Enforce complex passwords and two-factor authorization

Last week brought news that not one but two vital internet services experienced bugs that exposed user passwords. On May 1, code repository site, Github announced that “a small number of user passwords” were exposed, and then two days later, Twitter suffered a similar error that caused the company to recommend everyone change their password.

In both cases, passwords were exposed, unencrypted on an internal logging site. Neither company reported any malfeasance as a result of the exposure, but it makes for a great time to remind you:

  1. No one at Onehub has access to your password.
  2. Everything we do at Onehub is encrypted from end-to-end.
  3. Should you want, we offer Onehub account admins the ability to enforce complex passwords, require password changes, and to enforce two-factor authentication.

Read More…

Get Ready, Get Set for GDPR

With a little more than a month until it takes effect, GDPR are four letters that you’ll be hearing a lot in the coming weeks. If you’re still confused and/or concerned by it, you’re not alone. Dell and Dimension research suggests that 80 percent of businesses know little or nothing about GDPR.

So what the heck is it?

GDPR stands for the General Data Protection Regulation. It is a new set of rules meant to unify data protection laws across the European Union. It applies to any company storing or processing data about European citizens within the EU – even if that company does not have an office or other presence in Europe. Read More…

Jennifer Lau Makes Onehub Sales Sweet

Onehub is ten years old this year! Time hasn’t slowed us down, in fact, a decade in and we’re still growing. So much so that we had to bring on a new member of the team to help with sales.

Jennifer Lau is Onehub’s newest Inside Sales Account Manager and she is here to make sure everyone new to our service has the best experience. We thought you should get to know her, so we sat down and asked her a few questions.

What do you do for Onehub?
Basically, I do sales at Onehub. I handle initial customer contact from our free fourteen-day trial to the actual purchase. I do account management as well to make sure customers are getting the most out of their subscription. I also drink a lot of tea. Read More…