How to Organize Digital Files for Easy Online File Sharing

Keep your digital files organized by working with a cloud-based file sharing provider.

Maybe you’re familiar with the advantages of having a neat and organized desk, but how are your digital organizational skills?

It’s easy to see when a paper storage cabinet is unorganized. But with digital documents, it’s all too easy to ignore the virtual clutter. Learning how to organize digital files is crucial, and it’s especially important when you’re working with a cloud-based file sharing provider.

If you’re ignoring your digital mess, you could be missing out on some of the top benefits of online file sharing services. Stay tuned to learn what your digital disorganization could be costing you and how to take back control.

3 Consequences of Unorganized Files

Are your digital files scattered in the cloud? If so, see if you can relate to any of the following chaos-related consequences.

1. Lost resources
Searching for a missing file can cost your business in several ways. First, searching for misplaced documents wastes time. According to an IDC white paper, employees in certain industries can spend as much as 4.5 hours every week searching for missing documents. This means that each of your employees could be wasting nearly an entire month per year, every year.

Of course, employees aren’t searching for documents for free. As an employer, you’re losing money and opportunity when employees are unable to find what they need. When properly utilized, online file sharing should save resources, not waste them.

2. Lost opportunities
Whether you’re in services or sales, there’s no way to know when an opportunity to close a groundbreaking deal will present itself. Even if you’ve been working on a warm lead for months, moving forward in the closing process can take you pleasantly by surprise.

When you find yourself in need of contracts, project timelines, quotes, summaries of included services, or any other documents needed to complete the process, not being able to find the files you need can be time consuming and embarrassing.

Such a scenario can also damage a relationship with a new customer before it even begins. Working with an online file sharing provider should help you impress new and existing clients, a benefit that can be erased through unorganized files.

3. Lost data
Have you ever misplaced a shopping list or weekend to-do list? Even if you completed the list yourself, it can be difficult to remember every item on it. The same goes for digital files. Misplacing a single file, or even worse, an entire folder of data can leave you scrambling to remember the details.

Without a data organization plan in place, employees can accidentally mislabel, misplace, or even delete documents. Even if you’re able to reproduce the lost data, knowing if you remembered every missing piece can be impossible. And should you lose critical data belonging to a client, there could be serious repercussions, including litigation.

Online file sharing should provide you with peace of mind, but this only comes when you’re confident in your digital organization process.

Tips on Digital File Organization

Now that you know how critical it is to keep your digital files organized, here are some tips to help you get there.

Be proactive
Avoid letting files sit in a temporary folder or location. Get into the habit of properly naming and filing documents immediately after creating them. For some industries, templated folders can help place files in their proper home right away. When organizing your digital space, it’s always easier to put a file in the correct spot right away instead of spending your Friday afternoon organizing the files you created throughout the week.

Come up with a file and folder naming process
It won’t do much good if you’re organizing your files one way while someone else on the project is using a different process. When developing your data naming process, keep it simple. When you look at a file or folder, you should be able to determine its contents just by its name.

For example, if you’re saving a project quote for a client, simply saving it as “Project Quote” won’t help you when it’s time to find the file again. Instead, include as much detail as possible. Think about dates, client names, and the type of file. A better name for such a file might be “August 2019 Project Quote Client ABC”.

The key to coming up with a good file organization process is to make sure everyone on your team is using the same approach. Come up with universal abbreviations (Corp instead of Corporation, PBT instead of Project Budget Tracker) and decide on how dates will be recorded. When searching for a document, an employee looking for a file with “July 2019” will never find it if it’s been named “2019-7”.

Delete with caution
Deleting business files of any type can be risky. Unless you know for certain that a file will never be needed again (and you’re not legally required to keep it), it’s better to archive files rather than delete them. Online file sharing services can provide you with different storage options for active and inactive data.

The consequences of having unorganized digital files can be dire. But the good news is that once you have a system in place, it becomes easier to stay organized and save your business time and money. If you’re ready to learn more about secure cloud file sharing and how to organize virtual documents, reach out to Onehub for a demonstration.

3 Cloud Computing Myths (Plus 3 Facts) Your Business Needs to Know

Business owners learning about cloud computing myths, facts, capabilities, and advantages.

Businesses are adopting cloud computing at a rapid pace. But even with its positive impact on businesses in a variety of industries, there are still plenty of myths and misconceptions about what cloud computing can (and can’t) do.

Do you have cloud computing questions? As you explore the following cloud computing myths and facts, the capabilities, advantages, and limits of cloud computing should become clear.

Cloud Computing Myths

You’ll no longer have control over your files.
Many business owners fear that they’ll lose control over their files when moving them to an online file sharing platform. If you have the same concerns, think of moving your files to the cloud as moving your personal items to a storage unit. Even if the contents are no longer physically in your possession, ownership hasn’t changed. The items are still yours to use as you wish.

With cloud computing, you’re simply moving the location of your files (and in most cases, improving security measures). The files are still yours to access and use as needed, while being protected from others.

Cloud computing will cost you more.
This myth holds businesses back from exploring cloud computing options. While there could be scenarios where moving to the cloud does result in additional costs, cloud computing often saves companies resources, including money.

There are several factors that need to be taken into consideration to determine if cloud computing makes sense from a financial standpoint. Calculate how much it costs to currently operate and maintain in-house servers, including related IT costs.

Compare this number to quoted cloud computing prices, keeping in mind that you’ll only pay for the computing power your business needs. With security and maintenance built into the cost, most businesses see substantial savings by switching to the cloud.

The cloud is less secure.
This is one of the most common cloud computing myths. But when we explore the history of security breaches, the vast majority originate in on-premise data centers. Statistics have shown that human error is the main cause behind data leaks, signaling that companies need to improve their internal data sharing protocols.

Making the switch to a secure file sharing service is a simple yet effective way companies can prevent brand-crushing data leaks. But at the same time, assuming a cloud provider is secure is never recommended. Before migrating data to the cloud, security measures should be demonstrated and proven effective by a provider.

Cloud Computing Facts

You’ll still need an IT staff.
Some companies fear the loss of their IT staff is a reason to not switch to cloud computing. The cloud doesn’t replace an IT staff, unless your IT personnel were simply watching over files. Your IT staff will still be busy working on internal issues.

They’ll be able to focus on improving your company’s network rather than focusing on storing, backing up, and maintaining stored data. If you’re working with a limited IT staff, they won’t have to spend the majority of their day focused on data security measures. Cloud storage providers come with a team of security support staff. Think of it this way. A company that utilizes appointment setting software still needs receptionists. You’ll still need your IT staff, but they’ll be able to focus on more pressing matters than storage.

There are different types of clouds.
Knowing the different types of clouds can help you choose the proper online storage solution for your company.

A Public Cloud is hosted by a cloud service vendor. Storage centers are held by the provider and shared between businesses. A Private Cloud is dedicated to a single organization and is more expensive to operate. A Hybrid Cloud is the use of both a Public and Private cloud simultaneously.

Business owners in the process of switching to cloud computing often believe Private Clouds are more secure. However, cloud computing facts show us that Public Clouds often provide additional layers of protection. Described as “apartment-level” security by industry experts, Public Clouds require access to the cloud itself, and then to any secured data, just like an apartment building requires access to the lobby and then an apartment. Private Clouds lack these extra levels of protection.

Cloud security is everyone’s responsibility.
Going back to our storage unit analogy, moving items to a secure location is a great first step towards improved security. But you’re not off the hook once you leave the facility. While the storage unit company will do their best to make sure the premises are safe, it’s still up to you to manage the contents of your unit.

It’s similar with cloud computing. Making sure data is secure on local devices and only transmitted to the cloud on secure networks is crucial. Additionally, employees should be properly trained on safe cloud practices and data access should be limited as needed.

Don’t let cloud computing myths hold you back from making the switch. When you work with a reputable cloud computing provider who prioritizes security and convenience for its clients, cloud computing can provide your company with a wealth of benefits.

Do you have cloud computing questions? Set up a demo with Onehub to see just how cloud computing can make a positive difference in your business’ operations.

How to Share Files Securely with Enterprise Clients

A computer mouse hovering over the word settings to remind people to adjust security settings and share files safely.

Over 16,000 companies in the United States are categorized as what many consider “enterprise level” by having 1,000 employees or more. The word enterprise simply means “business”. But we know working with enterprise businesses is much different than start-ups or small businesses. Enterprise businesses are powerful. They typically have a larger budget to work with, can provide a more positive collaboration experience, and even generate a boost to your reputation in your industry.

Whether you work with enterprise businesses exclusively, or are trying to make the switch, knowing how to share documents securely and safely is important. Leaking enterprise data can have serious consequences. Find out how to share files securely with enterprise businesses in this short guide.

Types of Enterprise Files That Need to Be Shared Securely

Enterprise businesses work with a plethora of confidential data and files. Types of files that may need to be exchanged, depending on the industries collaborating and the work being done, include:

  • Bank statements
  • Legal documents
  • Accounting records
  • Insurance documents
  • Permits and licenses
  • Market research
  • Project details

It’s easy to see why files like these need to remain confidential. In 2018, more than 6,500 data breaches were reported. These breaches led to over 3.6 billion exposed records and files.

The damages incurred from a breach can be disastrous. Affected companies can experience revenue loss, damage to their brand reputation, litigation costs, and in some cases, irreparable loss of intellectual property.

Data breaches can happen for a variety of reasons. Malware can lead to a data leak, along with poorly constructed passwords and compromised credentials. But human error is the most common reason for data breaches, with disgruntled employees or careless contractors leading to leaks. While not all data breaches can be prevented, learning how to share documents securely can help.

For the sake of your business and its reputation, you don’t want to be found responsible for a data leak of any sort, but especially not one linked to an enterprise business. The good news is that there are several options when it comes to sharing files with enterprise clients.

3 Ways to Share Files (Pros and Cons)

Do you know how to share files securely with enterprise clients? Here are some of the most common methods, along with their benefits and associated concerns.

Email attachments

Sending files via email attachments is still a common process. It’s a free method that’s fast and painless. Messages can even be encrypted as an additional security measure. But this doesn’t mean files sent as attachments are protected.

Unbeknownst to the sender, they can contain viruses or, even worse, be intercepted if sent on an unsecure network by a hacker. They can be forwarded to third parties either by accident or with ill intent.

If you’re working with an enterprise company, you may find they don’t allow emails with attachments to be received due to security concerns, making sending files securely through email an unlikely option.

Flash drives

USB flash drives were first sold in 2000 and quickly became a preferred file storage method. While not nearly as common today, flash drives do offer some advantages.

Flash drives can be used to quickly download, transfer, and upload files. They’re often password protected for security and don’t require an internet connection for file access.

However, unless two collaborating companies are neighbors, the main drawback of flash drives is obvious. When two companies are worlds apart geographically, waiting for a flash drive to arrive with sensitive files can certainly slow down a project. Flash drives can also be compromised, physically damaged, or lost or stolen.

Cloud storage

Cloud storage allows you to store critical files in a secure environment. All stored data is encrypted at rest and in transit, and only those with proper credentials can access each file.

Using cloud storage to securely share files with enterprise businesses eliminates common security concerns. Once provided with a secure file-sharing link, employees and clients can access stored files from any internet-connected device.

Out of these three file sharing options, document sharing is the safest through cloud storage. When it comes to protecting data, cloud security meets the requirements of enterprise businesses.

Additional Cloud Benefits

Secure file sharing with clients can be achieved through the cloud. There are several other features and benefits enterprise clients will appreciate, including the following.

Activity audits

As a file owner, you’ll have access to activity logs that show who has accessed a file and what was completed during their session. Unlike other sharing methods, you’ll always know who’s viewed data and if it was simply viewed or downloaded and printed.

Improved collaboration

Leave messages for team members within a file as work is completed. You won’t have to worry about messages being lost in email threads or talking over voices on a conference call.

Saved resources

When properly utilized, cloud storage and online file sharing can save a variety of resources. Storing files on the cloud is often less expensive in comparison to in-house file storage. The entire file sharing process is sped up with cloud storage, saving companies both time and money.

While there are plenty of benefits to sharing files through the cloud, the most beneficial is the additional security measures you’ll experience. Whether you’re working with your own company files or the files of an enterprise, knowing that you’ve minimized the risk of a data breach is priceless.

To learn more about how to share files securely through the cloud, schedule a free demo with OneHub, a leading cloud storage service provider for companies of all sizes.

4 File Sharing Security Risks to Avoid While Doing B2B File Sharing | OneHub

Two professionally dressed men securely sharing files online through cell phones.

More than 90% of American small businesses utilize cloud storage today. While not all are comfortable working within the cloud yet, more companies are turning to additional cloud services. However, many make the mistake of believing the cloud offers infinite protection.

Cloud services offer a variety of security features. The majority of data breaches are caused by human error, but to avoid putting your data at risk, read through our top four file sharing security risks to avoid when taking part in B2B file sharing.

Mistake #1 – Not Limiting Access

As already mentioned, the cloud offers great security for company data. But it’s not foolproof. A common mistake businesses make is not limiting access to certain folders or files. Whether they do so intentionally or on accident, an employee with access to data they shouldn’t be privy to is a recipe for disaster.

Cloud storage services typically enable file owners to decide who has access to a file. You should also be able to determine not just who has access, but what permissions they have. Allow some employees to edit, download, and print certain files while only allowing others to view them. If you’re skipping over this feature, you’re leaving your data (and your clients’ data) at risk.

Solution – Limit access to administrative settings. Develop a protocol that helps decide which departments and/or team members have access to certain types of files to speed up the process. To make sure your administrative settings are being properly utilized, check in on data logs to make sure the only people accessing confidential files are the ones who should be.

Mistake #2 – Using Vulnerable Devices

If you’ve gone through the work of choosing a secure cloud storage platform, only to access it from a computer or smartphone with minimal security features, you’re essentially canceling out the security advancements cloud storage offers and potentially causing file sharing problems.

Make sure that people with access to your critical data are using only approved devices with the most up-to-date software and security patches. If you are working with different freelances or contractors and cannot control the devices they use, then be sure to limit their permissions and access in a way that won’t compromise your overall cloud storage should they get afflicted with malware, a virus, or somehow otherwise compromised.

Solution – Ensure the security of any device that is being used to download files from the cloud is up to date. This includes all computers and tablets within the office, but also anything used by employees at home. If you work with contract or remote workers, you’ll need to either provide a secure device or require the employee to secure their device with a product that meets your standards.

Mistake #3 – Not Having a File Sharing Policy

Virtual data rooms are great for collaboration. When a team is working together on a project, file sharing problems can be eliminated by having one place for documents to be viewed, edited, and stored as needed.

But what happens when an employee downloads a file, completes their portion of the project, and then emails it to the next employee rather than keeping everything safe in the cloud? Or what happens if they print a confidential document and then drop it on the way out to their car? Make sure employees understand the importance of file security and respect it before granting them access to crucial data.

Solution – Make it a company policy that all files are shared via a secure cloud platform. Prohibit file sharing through email, flash drives, or freely accessible links. Encourage collaboration within cloud workspaces by utilizing comment and notification features.

Mistake #4 – Not Taking Advantage of Cloud Storage Features

While we’ve already mentioned a few cloud storage features that can help protect your files, there are plenty of others worth mentioning.

Look for sharing features, like branded invitations that can be emailed to recipients rather than sending a file as an attachment. Being able to add password protection to files along with expiration dates are both great features to use for confidential and time-sensitive data.

For additional security, look for custom session timeouts to protect data in the hands of forgetful coworkers along with two-factor authentication. Finally, the most secure file sharing service will allow you to immediately revoke access to a specific workspace, folder, or file should you believe data is at risk.

Solution – Schedule a demo with a cloud storage provider that you’re considering or one you’re already working with to make sure you’re using the platform to its full potential.

Using a cloud storage service for online file sharing between businesses is a safe and practical solution for many common file sharing security risks. If you’re ready to see how a cloud service can help provide your business with smart security and storage solutions, reach out to Onehub today.

3 Steps to Take Care of Before Migrating to a Cloud-Based Document Management System

Woman moving a cardboard box in front of a yellow wall.

When you need to have a contract signed by a client or you’re handling internal files like marketing budgets and payroll, transferring files through email isn’t always the best option. Knowing that your company documents are easily accessible yet safe from prying eyes is important, so the best way to share documents online is by using document sharing software.

Sharing files via the cloud offers many benefits but making the switch can be overwhelming at first. Here are three steps to take before migrating your business data to the cloud.

Step 1 – Find a Service

The first step to take once you’ve decided to implement cloud based file sharing for business is to find a provider with features that compliment your business. Not all cloud sharing services are alike and taking time to make sure your chosen service offers everything you need will save you from having to switch services in the future. Consider the following.

Security
When it comes to choosing a document sharing service, security should always be one of the first criterion you check.

A top-performing service’s bag of security tools will include role-based permissions, session timeouts, two-factor authentication, automatic file deletion, and data encryption, for both data in transit and at rest. Investigate past performances of a company to make sure security isn’t a responsibility they struggle with.

Integration
The best cloud sharing software will fully integrate with several other types of software and services your company currently uses.

Switching to a cloud-based document management system can eliminate the need for several of your current services. But because you’ll probably still need to keep a few around, make sure they’re compatible with your document sharing service.

Growth
No business can survive stagnancy. Make sure you choose a service with the capacity to grow with your business.

Basic features
Finally, make sure your provider offers a large variety of basic features that your business can use to boost productivity and develop your brand. These features could include:

  • Drag and drop uploading
  • Internal messaging
  • Full text search
  • White label support

When it comes to choosing a file sharing service, never compromise. There’s a service out there that’s sure to meet your needs. Once you’ve found it, it’s time to move on to the next step in data migration.

Step 2 – Organize and Declutter Your Files

The average company can have nearly 10 million files in their database. While some of that is certainly critical, a significant portion could be duplicate copies, outdated files, or irrelevant material. Moving your data is the perfect opportunity to organize and declutter business files. Here are a few tips.

Remove personal documents
Have all team members (including yourself) remove any personal documents stored within company folders.

Categorize
Employees spend about two hours a week finding, sharing, and storing documents. Taking the time to find a system that works for your entire team can save countless resources.

Hopefully, you already use a filing system. But if it’s time to sophisticate your file storage, brainstorm how to organize by category. There are a few different ways to do this, depending on your business model.

You can organize files by departments, clients, products, or come up with your own method. Make sure to date when necessary (e.g. 2018 Payroll Records) and use subfolders when needed (e.g. Client Project 1, Client Project 2, etc.). Modify your system as you see fit, and don’t be afraid to make changes to an archaic system if they’ll make a positive difference.

Finalize a naming system
One great feature about file sharing services is that you can easily search for documents. But this becomes even easier if every file is named with the same format.

Always use the same date format so files stay in chronological order, avoid special characters, and use underscores instead of spaces for a uniform and simple to search setup.

Discard files when no longer needed
Data migration is a great time to delete files or folders you no longer need. But before you dump your desktop into the recycle bin, remember that the government has a say in how long you need to keep certain documents. For example:

  • Payroll records for nonexempt employees need to be kept for three years.
  • Employment records need to be kept for one year from the employee’s termination date.
  • Business tax returns and supporting documents should be kept for six years.
  • Job applicant information should be kept for three years, even if the applicant wasn’t hired.

Keep in mind that these are federal guidelines. Your state could require you to keep some documents longer. And when it comes to property deeds, meeting minutes, budgets, financial statements, and audit reports, these should be kept indefinitely. Check with your accountant or lawyer to find out what files you should keep.

Step 3 – Plan and Execute

Now that you have a cloud file sharing for business provider and your documents are organized, it’s time to plan the migration from your in-house storage to its new digital home. Follow these steps for a seamless experience.

Build a team
Your document sharing software service will certainly help you as you migrate your files but having a few team members in charge of overseeing the process will help. Have them start with a few test files to learn the process, discover potential pitfalls, and come up with a strategy that’s as efficient as possible.

Schedule your migration
It’s difficult to know exactly how long it will take for a transfer to take place. It depends on the number of files, their sizes, their source, your bandwidth, and several other factors.

It’s always better to estimate a longer migration time than a shorter one and build your schedule around it. Your support team should help you determine how long your transfer will take, and then you can then come up with a schedule for when certain blocks of files will be transferred to ensure nothing is forgotten.

Review your migration
While the majority of data transfers take place without incident, it’s always in the best interest of your business to double check files and folders as they’re moved. Come up with a checks and balances system to prevent files from being overlooked.

Train and adapt
Some team members and clients may feel apprehensive about the data move. You’ll need to train and reassure everyone affected.

But as they gain confidence and understanding, everyone is sure to see the associated benefits with document sharing software

Moving your files to the cloud will allow you to easily access your documents from anywhere with an internet connection. Even though a lot of thought and planning goes into a migration, the results are well worth it.

If you need help planning your data transfer, or have questions about the process, reach out to Onehub for clarity and direction.

4 Ways an Encrypted File Sharing Service Can Help Your Business Share Documents with Confidence

Coworkers holding hands to demonstrate how things can be stronger when you work together.

When it comes to sensitive information, there’s no such thing as being too careful. Work-related documents are incredibly sensitive and often confidential. But with more companies turning to digital file storage and sharing options (and more clients expecting the convenience), do you know how to securely share files?

Using document sharing software that takes security as seriously as you do is the first step. The second is to make sure they use encryption, preferably bank-level. Here’s what every business needs to know about using an encrypted file sharing service and how to safely share documents.

What Is Bank-Level Encryption? 

Banks are privy to some of our most personal information. It should come as no surprise that security is one of the top priorities of any financial institution. 

You’re sure to find standard precautions, like security questions, two-factor authentication, and firewall software in a bank’s toolkit of security measures. But when it comes to protecting social security numbers, bank accounts, and credit card information, bank-level encryption is a must.

Bank-level encryption refers to a certain level of encryption imposed over digital files and online transactions. There are different degrees of encryption, including 128, 192, and 256 bits. Most financial institutions utilize 256-bit. Any level of encryption makes it difficult to access or decipher data, but bank-level encryption is virtually impossible to crack. 

Here’s why. 256-bit refers to the exponent that represents the number of possible encryption combinations data has been coded with. This equates to an overwhelming number of combinations, preventing hackers from easily accessing or deciphering your data. 

How difficult is it for hackers to crack the code? Let’s put it this way. 128-bit level of encryption has 340,282,366,920,938,463,463,374,607,431,768,211,456, or 2128 different combinations. 256-bit has 2256 combinations (a number with 78 digits!) and is 340 billion-billion-billion-billion times harder to crack than 128-bit. It’s easy to see how an encrypted file sharing service has your security in mind.

4 Ways an Encrypted File Sharing Service Protects Your Business

Saying that bank-level encryption keeps your documents safe is just the tip of the iceberg. There are plenty of other benefits to keep in mind if you’re worried about how to securely share files with clients and other companies. Here are four reasons why working with document sharing software that uses file encryption is so important.

1. Protect business documents

This is the most obvious benefit of bank-level encryption, and there are several layers to it. But first, let’s explain how encryption works a bit more.

Think of data as a picture. When it’s encrypted, it’s cut into billions of puzzle pieces that are then scrambled and mixed together. Now should a hacker come across these puzzle pieces, they’ll be hard pressed to put them back together, not just because of how many there are, but also because they have no idea what the final picture is supposed to look like.

So why can you still see your picture, or data, when viewing it through secure file sharing software? Ownership of data, or being assigned privileges, grants you access to an encryption key that puts the picture together for you.

This means that any documents your clients share with you through your document sharing software will be protected from hackers, while approved parties can still access data as needed. Your clients will sleep easier knowing that any documents shared between them and your business are safe and secure. 

Your internal documents are also protected. This could include employee applications containing social security numbers and birthdates, confidential data about upcoming product releases or services, and marketing research that could be devastating should it land in the wrong hands. Knowing your data is encrypted and protected can let you focus on other important business tasks instead of security.

Protecting business documents also comes with financial benefits. Notification costs related to breaches can add up to $740,000 while the average cost of a data breach is $3.86 million. Can your company afford to not encrypt data?

2. Secure more business

Imagine that you’re looking for a new insurance provider for your business. You’ve narrowed down your choices to two contenders. Both premium quotes are similar in price and comparable in coverage, and both providers use data sharing services. But only one offers bank-level encryption. Which one would you choose?

Now consider your own industry. If you market that your company uses document sharing software, and that you provide bank-level virtually unbeatable security protection for client data, you can connect with more leads and potentially boost business. 

3. Safe and simple backup protocol

Backing up data isn’t always a top priority for businesses. And those that do take the time to create a copy of data that can be recovered should their primary data fail, often put themselves at risk for a breach with less than secure methods. 

30% of companies with over 1,000 sensitive folders allow open access to the contained information. Backing up documents that aren’t needed on a daily basis is one way to save resources and prevent a major fallout from compromised data. Backing data up through a file sharing service means it will be encrypted and kept safer than storing it on an external hard drive.

4. Protect financial information

Your financial institution is doing its part to protect your bank account and credit card numbers. But are you doing your share to protect your financials (and those of your customers)? 

Making sure tax information, payroll data, and financial records are safe and secure with encrypted data storage is crucial. You also need to make sure any saved transactional data from clients is encrypted and protected. When it comes to sharing financial documents with clients, knowing they can be shared through a secure client portal instead of potentially being hacked in an email is beneficial for all involved parties.

When working with a document sharing software provider, make sure they’re clear on when data is encrypted. You want to make sure your data is being protected at all times and from all angles. Just as seatbelts are worn when a car is moving and stopped, data needs to be protected in transit and at rest.

How can your business know it can securely share files in today’s virtual offices with the constant threat of ransomware and data breaches? 

While there’s always a risk, companies who work with document sharing software that use 256-bit encryption, like Onehub, are less likely to experience the consequences of a breach.

It takes an average of 69 days to contain a breach. But you can have your data encrypted today. To learn more about safe encrypted data storage, schedule a free demo with Onehub.

 

Only the Best File Sharing Service Providers Have These Features – 2019 Checklist

the-best-file-sharing-service-providers-have-these-features

Choosing a file sharing service isn’t a decision that should be made lightly. But when you’re overwhelmed by the number of providers, procrastination can set in. Before you know it, months have gone by without taking a step towards implementing online document sharing in your business.

If you’re ready to enjoy the benefits of online document sharing, look for a service with the following features, only the best business file sharing providers have them.

Storage Features

When you manage your own file storage, you feel like you’re in control. Many business owners are surprised to discover all the benefits that come along with switching to a file sharing service. They feel as if they have more control than ever over their filing system.

Look for providers that feature drag and drop uploading so you can move your files in just one step. The best file sharing platform simulate your existing folder-based organization setup, so you don’t have to reinvent the storage wheel.

Move, copy, and search features should be standard as well. If you come across a service that leaves you frustrated with how you can store, access, and edit your files, move on to the next.

Sharing Features

Sharing capabilities are one of the best advantages of cloud storage. Anyone with the proper credentials can access folders or files from anywhere in the world, as long as they have an internet connection. This makes it easy to share and collaborate with coworkers, contract workers, and clients, no matter their geographical location.

When choosing a provider, look for advanced sharing capabilities. For each file, you should be able to regulate who can view, download, or edit its content. Look for a feature that allows you to invite users to specific folders or files through links and emails. As the file owner, you should have the ability to easily grant, revoke, or modify access as needed. When it comes to sharing features, make sure that you have continuous control over who can access what.

Security Features

One of the biggest data storage myths holding business owners back from making the switch to online file sharing is the fear of poor security. There are certainly services out there that don’t take data security seriously. But the best digital file sharing services understand that security is arguably the most important feature they provide.

When searching for the best file sharing platform, look for security features such as role-based permissions, audit trails, session timeouts, and two-factor authentication. These features keep you in control of who can view, download, and print files. Audit trails let you see who has accessed files and what they did with the data.

For added security, session timeouts prevent the wrong eyes from seeing confidential information while additional features like complex password policies and two-factor authentication help protect your business, employees, and clients.

Preview Features

Having the ability to view previews directly in your browser without having to download or open additional software is an appreciated feature many business owners don’t think to look for. File sharing software providers without preview capabilities waste the time and resources of their clients.

You should also make sure your chosen provider offers a wide selection of supported file types within its preview features, so you’re not limited in your viewing capabilities.

Collaboration Features

The ability to collaborate through virtual files is a must-have feature. The best file sharing services don’t complicate collaboration. They offer commenting options, messaging capabilities, and activity tracking.

Notifications are another great feature to look for. Whether you’re working with one team member or a dozen, everyone can have a voice that’s equally heard with strong collaboration features.

Customization Features

The best cloud data storage provides all the services and features you need while also staying out of the limelight.

Look for customization features that enable you to upload your company logo, create color schemes, construct branded emails, and secure custom domains. For a truly seamless experience, look for the option to add white label support to your account.

Data Room Features

Data rooms give you full control over your files and who interacts with them. If you have a series of files that need to be viewed by multiple parties, you can allow participants access to the content without them ever coming into contact with each other.

Look for data room features that help you set up workspaces with automatic file deletion to protect your files and company.

Client Portal Features

If your business can benefit from the convenience and additional security client portals provide, you’ll want to look for a couple features from your provider. The first is embedded sign in forms. These allow validated users to access files directly from your web page for convenience and professionalism.

Another feature to look for is a dashboard. This creates a welcoming and encouraging online environment for wary clients. Finally, the ability to temporarily freeze projects and their associated files protects data while keeping them within reach for when they’re needed again.

Have You Found the Best File Sharing Service?

It’s always recommended to thoroughly explore and vet possible data file sharing service providers. But if the idea of working through this checklist seems like it’s too much, we have good news.

Onehub provides all these features and more. To see if they’re the best business file sharing service for you, schedule your free trial or work with a representative to decide which features are most important for your business.

How the Best File Sharing Platform Improves Business Communication

Effective business communication requires a platform, personnel, and a purpose. A conference room filled with top staff members discussing client projects used to be how these requirements were fulfilled. But today’s technology has enabled business communication to evolve past physical world limitations and into the digital space.

One technology businesses are taking is document sharing software, where documents can be digitally uploaded, tracked, and securely archived. These files can also be viewed in digital workspaces by authorized users who can collaborate in real time, no matter their physical location.

Using the best business file sharing platform is a smart way to improve communication with employees and clients alike while simultaneously increasing productivity. Here are four great reasons to consider making the switch to document sharing software.

1. Cater to a Client’s Schedule

Document sharing software enables companies to provide each client with every piece of data relevant to their account or project. This could include initial quotes, contracts, presentations, detailed memos, and other documents directly related to their account.

A common customer service complaint is that companies waste time when answering questions or addressing a client’s accommodations. In fact, 66% of consumers feel that the most important thing a company can do is value their time.

How often is your company contacted through chat, email, or over the phone about questions regarding contract terms or project updates? How often are you supplying data you’ve already given to a client because they can’t track it down?

With the best file sharing platform, clients can log on when it’s convenient for them and see the updated status of a project, check their contract terms, or even leave a comment or question for a team member. Clients will never feel that they’re being ignored and they’ll have the power to find answers on their terms. You’ll also be able to free up other communication channels and gain more working time.

2. Eliminate Email Annoyances

The introduction of email in the 1990s changed how we communicate forever. However, the excitement around email has long worn off. According to CareerBuilder, 26% of employees think email is a major productivity killer.

While email certainly has its benefits, it can also be overwhelming. Lengthy emails tend to make exchanges longer than necessary. Email threads can also get drawn out, making it difficult to locate initial information. Employees are often CC’d when not necessary and find their inboxes clogged with irrelevant responses from mass emails.

Communicating through document storage platforms can help. Lengthy emails can be eliminated through real time chats within virtual Workplaces. There’s no risk for lost attachments through long email threads. Instead, they’re always easily accessible.

Collaboration notifications also mean less combing through emails and more direct and prompt responses to questions and feedback.

3. Get More People Involved in the Conversation

When using the best file sharing service, your discussions and Workplace events are less restricted. You don’t have to limit in-house meetings to the number of chairs in the room. You don’t have to worry about audio errors with video chats or participant limitations with audio conferencing. You don’t have to worry about updating staff members who are out sick, contract workers out of the country, or clients unable to attend of what the meeting entailed.

Instead, you can collaborate on projects and work on tasks with as many people as you need to get the job done. As an account owner, you’ll know who has accessed documents and completed their assigned tasks. You can send out messages as needed, review files, and stay up to date with email summaries. All involved parties remain informed without having to take time out for a meeting or dial in to a conference call.

4. Stop Checking the Clock

With 55% of companies planning on increasing their use of freelancers, outsourcing is quickly becoming a standard business practice. But not all freelancers live in the United States, and some American freelancers travel abroad while delivering their digital services.

It’s also become easier than ever for companies to work with international clients. Working with freelancers and clients across an ocean leads to one of the biggest caveats of doing global business of any kind – time zones. When you need to discuss a matter with a freelancer or client but they’re always sleeping during your work hours (and vice versa), productivity can come to a halt.

With document sharing software, employers, employees, contract workers, and clients can collaborate without scheduling around other involved parties. They can check in on updates, view newly assigned tasks, and participate in discussions, even if there’s a bit of a time delay.

Business Communication Tips

Here are some final tips to keep in mind when switching to document sharing software to improve business communication.

  • Prepare for an adjustment period – It will take some time for both your company and your clients to adjust to document sharing software. But once the adjustment period has passed, the benefits are quickly felt.
  • Learn digital security – Compared to other communication methods, sharing documents through the cloud is safer and more secure. But you should still brush up on digital security terms, trends, and threats. While you can rely on the best file sharing platform to keep your documents safe, you need to do your part as well.
  • Don’t lose your human touch – Three quarters of surveyed consumers want more human interaction with companies they work with in the future, not less. So even though working with the best file sharing service can boost communication, don’t forget to keep a personal element in your brand.

Business communication technology is continuously improving. If your company isn’t evolving with it, you could be hurting your productivity and bottom line. To learn more about communicating with document sharing software, reach out to Onehub for your free demo.