The 5 Rules of File Sharing
Corporate file sharing using digital tools is a common necessity these days. There are many ways to do it, yet only a small part of all companies have a robust file sharing system in place. This is important because a poor set of guidelines regarding file sharing might be a setback for productivity, not to mention that it may expose valuable information to undesired people if circumstances line up.
Here are a few rules of thumb to follow if your company uses file sharing as a tool:
1. Stay on the Same Platform
It can be common to have an office using two or three different cloud-based file sharing systems to get the work done. This is very negative in many aspects; it entangles the resources of projects and makes it harder to keep track of everything that’s been shared. It also requires co-workers to log into many different accounts using many different passwords that are easily forgettable and can cause a lot of inconvenient situations.
2. Plan a Structure
Another bad practice found in most organizations is inconsistent structuring of files inside the sharing system. Poor naming and categorization of folders and files hinders their effective use affecting productivity. You have to keep in mind that everything you share will potentially be seen by everyone who has access to the system so using a clear folder structure and naming conventions is necessary for the system to function optimally. This will prevent having to clean up the structure in the future.
3. Use All the Resources Available
Corporate file sharing systems often include a very wide set of tools and features. Learning how to use them all is sometimes an impossible task, but instructing your team in how to use the most important resources offered by the sharing system always results in more effective communication. It also produces a better management of time, since users spend less time doing things the long way now that they’re using all the shortcuts offered by the software.
4. Manage Accessibility
Sometimes documents have sensible information, sometimes you have to share some items with certain departments that don’t have anything to do with other wings of the company. A permission system prevents undesired access or modification to determined files. This ensures that information is managed properly and those who do not need access are prevented from gaining it. Access control and permission systems are included within most corporate file sharing systems.
5. Keep Security in Mind
Compromised data can result in the demise of a company, that’s why corporate file sharing systems are the part of a company’s infrastructure that’s most targeted by hackers.
The good news is that most sharing systems already have security measures implemented by default in them. Nevertheless, it is important to spread the benefits of encrypting data by not sharing files from insecure sources.
With these best practices in place, you can best utilize your corporate file sharing service. This will set your company down the path of safe and successful file sharing. This can improve productivity by limiting frustrations and prevent files from being accessed by malicious individuals.