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By Sajesh Krishnadas, Associate, Product Management at Vembu Technologies
January 11, 2013

Vembu Online Data Backup Expert Tips: Managed File Sharing and Collaboration in the Cloud

Unmanaged file sharing and collaboration can increase the cost of doing business. Employees will resort to using Email, personal web mail, personal storage hardware, consumer faced file transfer services or USB sticks to share files or collaborate on them. This can result in business critical information being shared outside the network putting the business at risk of data breach. Legal expenses and breach notifications can add to the burden. Cloud services provide for managed file sharing and collaboration.

Cloud services include file storage & synchronization, sharing and collaboration capabilities that are user friendly and accessible from within the network. Employees can share files and collaborate on projects with a one-click access facility that is so simple that they are not tempted to use other methods of collaboration. Moreover, the anywhere, anytime, any device mobile file access facility of the web-based cloud solutions encourages the use of business deployed facilities for business related activities.

Monitoring and reporting on cloud based collaboration and file sharing is simpler. Chief Information Officers (CIOs) entrusted with the task of ensuring compliance to legal mandates can breathe a sigh of relief. The employees share and collaborate within the network and logs can be activated to record and track file shares and collaboration activities. Versions of the file can be saved to the same cloud, data repository facilitating version tracking and user tracking by both senders and recipients.

Auditing of user activity with reference to a specific shared file or folder is a business and legal imperative. Cloud software helps record both the file and the message or note that is associated with the file sharing process and makes it available for auditing purposes.

Administrators working with cloud file sharing software appreciate the way in which the system puts them in control of the data. The centralized management console facilitates the imposition of administrative controls that are required to satisfy corporate compliance objectives. The facility minimizes business risk and prevents unmanaged file sharing between people, networks or systems. Administrators can consistently apply security controls and implement IT policies with absolute ease.

Additionally, cloud services can be seamlessly integrated with existing authentication services and eliminate the cost of content sent through email servers. Content encryption services, deduplication protocols and compression that are part of the cloud system help secure information and reduce their footprint on storage.

About the Author: Sajesh Krishnadas – Product Management – SyncBlaze, Vembu Technologies. SyncBlaze is a comprehensive file sharing, sync and collaboration solution aimed exclusively for MSPs and Resellers who would like to offer it as a value added service for their business customers. It enables business users to stay connected from anywhere & anytime, share effortlessly and work smarter to get things done.

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