File sharing is an important part of working on any team project in the digital age. Data management is central to the accreditation industry.
Emailing several attachments at a time can be messy and cumbersome. File size can also make it prohibitive. It can also become difficult to remember who has the most up to date version of a document at any given time. The right software and tools are necessary to create a successful workflow.
There are options, however. Secure file sharing should always be a goal. You never know when you will be working with sensitive documents. Cloud file sharing can be an option to preserve internal storage space.
The pros and cons can vary heavily on the ways that you intend to use the product. Hiring an IT company for their consulting services might be the best way to determine which file storage or collaboration system is right for your organization. In the mean time, here is a quick rundown of the best file sharing solutions available in today’s IT market:
Dropbox – As a way to share and sync files between users and devices, Dropbox works extremely well. It is easy to create and share folders. Others are then able to access the files stored in these shared folders. Files are also encrypted, making it a secure choice.
Ease of use is a major selling point for Dropbox. Many other file storage options have more complicated menus, buttons and choices. The downside to Dropbox is that available storage space can become pricy. The basic 100 GB paid plan offers a good amount of storage space, but can cost a little more than some of the other available options.
A custom built server – This is the best way to have the needs of your organization met. Do multiple people need to be able to access the same file at the same time? Are there concerns about people overwriting their work? Are you concerned about security?
No two organizations are alike. An IT company can help you build the server to the custom needs of your business or organization. It is possible to create a server that allows multiple people access to files, and even allows for instant collaboration on the document by giving users editing abilities.
Microsoft SharePoint – This Microsoft platform was built as a content management and file collaboration tool. It has been used by organizations of all sizes as a way to keep projects organized and on-track. It has several uses from file sharing to data and analytics tracking.
SharePoint can be customized to fit the needs of any organization. It might be a good idea to take advantage of IT consulting services to use this platform to its full capabilities and ensure that your organization is receiving the most value.
Box – Creating custom links and share folders is extremely easy with Box. The most non-technical members of a project collaboration team will be able to quickly figure out the interface.
This is a great solution for file sharing, but it does not offer as much storage space as some of the other solutions out there.
IT Consulting Services
There are a lot of options available when it comes to developing the right data management and file sharing solution within your office. You need the ability to quickly and easily share files amongst employees, but also with the volunteers who become central to your mission.
Some of these systems can become costly. It is important to determine up front what your file sharing needs are, and what your organization will require. An IT company can help you determine the right choice for you.