Collaborate efficiently with file sharing in the cloud.

Collaborate efficiently with file sharing in the cloud.

Posted by Benjamin Hermitte, on Wednesday 29 November 2023

Looking for an easier way to collaborate and share files with colleagues, staff, and business partners? With the growing popularity of cloud-based applications, it’s now possible to securely share digital items and files in no time.

Cloud-based file sharing is revolutionising the way people work together. It allows users to quickly store, access and synchronise their data from multiple connected devices. Using cloud storage services can help businesses save time and money by ensuring fast collaboration processes. In this article, we’ll explore how cloud file sharing works and provide practical tips for using it to collaborate effectively with your team.

What is file sharing in the cloud?

Cloud file sharing is an online service that allows a group of users to search, send, receive, or view a document. This collaborative and digital approach is ideal for allowing different employees to work together in real time on one or more documents.

What are the advantages of file sharing?

Using an online storage space, also known as a drive, to share documents has many advantages. Thanks to this online space, your company gains in performance and resilience. Let’s find out why.

Easy access to files

The first advantage of such an online solution is the time it saves. Instead of searching for files for minutes on a Windows or Mac computer, your employees can quickly find the information they need. As easy as searching on Google, using the drive is a must to get your hands on a document by typing a simple keyword in the search bar of the tool.

Real-time collaboration

All that is required for collaborators to access the group folder is a share link. Users can then consult a large file or perform a transfer in a matter of seconds. Team members can achieve their objectives regardless of distance by using a common platform. Documents are modified in real time meaning that all users are guaranteed to always have the most recent version of the working document in front of them. Furthermore, it is usually possible to add comments or receive notifications, which greatly improves the overall responsiveness of the team.

Security and data backup

A strong cloud architecture is typically used for file sharing. The team can securely share and secure documents over the web without the need for a password. Indeed, the application ensures data confidentiality by managing permissions and sending secure links. Files of any size can be stored and accessed at any time and from any location without concern for their security.Reduced costs

Furthermore, using a cloud-based solution is a great way to save money. Rather than investing in a large and secure storage infrastructure, you can outsource this requirement through a cloud solution. Especially since remote data storage is critical for data preservation. All your documents are protected and stored in a third-party data centre in the event of a fire or other accident within the company.

How do I share files in the cloud?

There are several steps you can take to quickly benefit from the advantages of the cloud for sharing documents:

  • Choose your cloud solution provider, then create an account.
  • Via your account interface, you can start adding documents, usually via a simple drag and drop process.
  • Once the document is online, it is very easy to share the file with your colleagues. Via a share button and/or the creation of a share link, it only takes a few seconds to send the selected document.
  • Note that it is necessary to add the accounts of your collaborators and/or their email addresses and modulate the level of permission.
  • Once everything is set up, the team members will be able to receive your documents. Depending on the permissions they have, they will also be able to send, modify or delete files.

What are the best practices for file sharing?

To get the most out of networking your document, certain best practices must be followed. These are especially important for ensuring account security and the preservation of corporate data.

Manage permissions and access.

First and foremost, remember to define everyone’s rights. A drive can be organised into different levels of authorisation. Depending on the position or responsibilities of the employees, their rights on each file may differ. This is an essential point to preserve the security of the project data.

Save data on multiple media.

You are never safe from an accident. Although documents stored in remote data centres are protected and perfectly secure, take the time to make backups. It is perfectly feasible to perform regular data security operations. To do this, download your documents locally in zip format and store them on external disks, ideally not connected to the Internet.

Check data security standards.

Before subscribing to an online offer, check its level of security. A tool may be free and attractive but may not offer sufficient security for corporate file sharing. If possible, choose a platform that uses secure protocols such as FTP, SFTP, HTTPS or SSLv3. On the administrator side, be sure to update the authorisations of the various employees on a regular basis.

How to choose the right file sharing tool?

The choice of the right file sharing tool depends on several factors such as the number of users who need access, the need to share and collaborate in real time or the desire to store documents on a long-term basis. Also, consider the features that matter most to you, whether it is security, scalability, or ease of use.

Each file-sharing tool has its own characteristics. So, consider all the options before choosing the one that best suits your needs. Finally, be sure to budget accordingly, as cost and pricing can also play a role in the selection process.

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