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As mobile becomes more popular, file sharing increases. The advantages of file sharing include being able to access information from any location, the ability for several people to review and make changes to documents that everyone can view and comment on, and the ability to store and retrieve large documents.
While it might seem that free services are a good deal, the reality is that these accounts are not audited or monitored, users may have several different accounts, and they might not have secure, unique passwords for each. Additionally, employees often use their own devices and that can increase risk.
All this leads to the possibility of dangerous exposure of sensitive information or a complete breach of data.
Training will help mitigate some of these issues, and using proven, secure servers from a company you can trust will go a long way toward ensuring safety.
In addition to file sharing, a reputable IT services company will work with you to put together a plan for disaster recovery and business continuity in the worst-case scenario of a breach. This is ideal for small to medium-sized companies who don’t have the budget for a staff technology member but they still want the peace of mind that’s possible when they are confident their servers, infrastructure and software is secure.
Hosted cloud services mean the most current technology, and the IT services company will make sure your team is using best practices and has the proper training. You can grow as needed with cloud services, so you don’t have to pay for features you don’t need or use.
Having policies in place with guidelines for employees on how to handle file sharing, and manage the use, storage, and removal of company information is crucial, since people have become very relaxed about sharing their own information on the internet and through social media. In many cases, they might not understand the potential problems that can come up when files are handled without safeguards.
Emails, and their accompanying attached files, can also expose data to a possible breach when the email server is not secure or the files are opened in a location that’s not safe, such as a public WiFi.
If an employee loses their device, whether it’s a smart phone or computer, a policy where they are able to report it immediately so the company can take appropriate action is crucial.
File sharing can increase efficiency, but proper training, reliable servers, and an IT services company that is current with changes and threats makes for a secure, safe environment.
CPU, Inc is the trusted choice when it comes to protecting your data and staying ahead of the latest information technology tips, tricks, and news. Contact us at (419) 872-9119 or send us an email at info@CPUonline.com for more information.