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Since the outbreak, big companies have switched from sharing files on their servers to sharing files in the cloud. This is because there has been a sharp rise in companies letting their employees work from home. In the next five years, 40,7 million American workers are expected to work from home full-time.
Sharing data over the cloud from any device connected to the Internet is called "cloud-based file sharing." Instead of only getting information from a computer on-premises, cloud sharing makes it possible to get information on the go, no matter where the end user is.
Companies say that, on average, 41% of their work is already in the cloud. File sharing is an important part of how any business works. By letting approved workers share company files, they can get the knowledge they need to do their jobs and tasks.
With cloud file sharing, companies that let their workers work from home or in a mixed setting can make it easy for them to share files, no matter where they are. Sharing files in the cloud also keeps private information from being lost if a flood, fire, or another natural disaster hits your business.
Also, cloud services like data storage are usually more flexible and cheaper than standard on-premises data storing and sharing. Gartner says that end users will spend an extra 20.4% on public cloud services worldwide in 2022, bringing the total to $494.7 billion.
But as cloud-based file sharing becomes more popular among businesses, it has opened the door to a wide range of problems, such as problems with internet dependence and a lack of resources for cloud spending and regulation.
Organizations that use cloud-based file-sharing services are also becoming more worried about data breaches caused by hackers. Since 80% of companies store sensitive information in the cloud, hackers who want to steal or change the sensitive information of big companies can easily find it there.
This piece talks about the pros and cons of cloud-based file-sharing options, how businesses can benefit from them, and how to fix common data security problems that come with them.
The pros and cons of cloud-based file sharing for big companies
Before choosing a cloud-based file-sharing option, consider the pros and cons of sharing business files in the cloud.
The benefits of cloud-based file sharing are:
● Accessibility. With a cloud-based file-sharing option, businesses can store their data online and let their workers view company files from almost anywhere. Teams that move a lot of work in different time zones can work together on documents without meeting in person or going to the office.
● Get back the data. Reports say that 94% of companies that lose a lot of data never get their money back. This makes it less likely that your important company files will be lost during a natural disaster or system failure.
● Scalability. On-premises file-sharing options have many problems, such as dealing with the limits of real data storage and maintaining servers. Most cloud-based services for sharing files only charge businesses for the storage space they need. This makes sure that as a business grows, it won't be held back by not having enough space to store files or ways to share them.
Problems with cloud-based file sharing
● Worries about safety. By moving to a cloud-based file-sharing service, companies are giving their cloud provider the job of managing file protection. This is dangerous because most companies don't know enough about how their cloud service provider stores and protects their data. IDC's study on cloud security for 2021 says that 98% of businesses have had at least one cloud security breach in the last 18 months.
● Internet dependency. Cloud-based file-sharing services store files in a place away from the user's computer that can only be viewed through the Internet. If a remote worker's internet link went down, they couldn't access the company information they needed to do their job. A slow internet connection can also make workers less productive because they have to wait for files to load slowly when they share them.
● Spending in the cloud is hard to keep track of. It is thought that most business owners waste about 30% of their money on cloud spending. Companies that are new to cloud services often don't have the knowledge they need to buy the cloud services their business needs. Businesses often spend too much on cloud services because they buy extra features and a lot of storage space they don't need.
Uses for cloud-based file sharing.
Almost always, a business's bottom line can be tied back to how well and efficiently it runs daily. Cloud services make it easy and cheap for businesses to give their workers the tools to view, store, share, and work together on company files. Here are some of the most prevalent methods that businesses choose to utilize cloud-based options for keeping and sharing files:
File sharing.
With the rise of online work, employees need to be able to share information with their coworkers quickly and easily. Cloud-based file-sharing services make it easy for employees to share files with their coworkers in a matter of seconds, which speeds up the work that everyone does together. Most cloud services also let users work on papers simultaneously from anywhere with an internet connection. This makes teams and departments more productive.
Data security.
In the 2022 Netwrix Cloud Data Security Report, 53% of companies said improving file security was their top reason for using the cloud. With cloud-based services, it is often up to the cloud-service company to ensure that data is safe.
Because of this, most cloud systems encrypt files while they are being sent and while they are sitting still. This makes sure that business info in the cloud stays safe. Cloud storage companies usually use 256-bit AES encryption to protect private company data from brute-force attacks.
File archiving.
When business records are kept in on-premises systems. Usually, only the most recent version is kept. By storing files in the cloud, companies can ensure that the most current versions of files are saved and all versions.
File backup.
No matter how safe your company's files are, cyberattacks, natural disasters, system breakdowns, and other unexpected things will happen. Businesses can prevent data loss by backing up group files in the cloud.
Data storage.
Multiple approved users can access business data through cloud-based service providers. This makes it easy for approved people to access info no matter where they are in the world. So teams can get the information that they require when they require it.