10 Tips For Choosing The Right File Sharing Software

In the previous years, sharing files involved a laborious and fussy process that didn’t guarantee full access and data integrity to the other user. In the workplace, where file sharing is imperative, employees will have to either burn the file contents to physical storage drives or send these via courier.

With the latest strides in technology, sharing files, even heavy ones, is easy and seamless through various digital file sharing solutions like GoAnywhere. Whether for business or personal use, file sharing is essential in learning new things and moving forward. There’s not a day or a second when digital date is shared, uploaded, and downloaded on a daily basis. Digital documents, songs, videos, or any other file can be shared with your colleagues, friends, and family members.

There’s a slew of file sharing applications available on the market today, and you may find it difficult to choose the right software to facilitate your needs. Before committing to one file sharing services provider, consider the files you often need to distribute and the method in which you want to share these, as well as your intended recipients.

Types of File Transfer Systems

Source: File Transfer Systems

File sharing is critical in ensuring communication and collaboration in any business or organizational setting. Before choosing the best file sharing software, consider how you want the files to be shared through these channels:

1. Cloud Services

Cloud file sharing provides simultaneous access to files stored in the cloud data. When a user uploads a specific file, it’s stored in various or specific servers that can be accessed and downloaded by multiple users on to their devices. An administrator has control over who gets to access, view, print, download, and modify the file. It offers swift downloads and helps you back up your data more efficiently.

2. Email Providers

Email providers can also be used as a file transfer system. In fact, it may very well be the most widely used file transfer format. However, security is the main reservation in using email providers for file exchange. Cyber attackers study the vulnerabilities of these systems and even use emails to distribute ransomware and other malware.

Source: ENISA – europa.eu

3. File Transfer Protocol (FTP)

This method is one of the first to have been created for file sharing, and it’s still as popular as ever. Because of its reliability and efficiency, unusual file formats and large files may be shared and moved using this file exchange channel.

4. Peer to Peer (P2P)

This file transfer type allows users to share files saved in the computer through the Internet. As such, it skips the need for a server to host the data unlike the cloud service. Individual users instead connect to a network of peers to complete the file transfer using their own network connections.

5. Removable Storage

You can also use the traditional way and save the files to storage devices such as the universal serial bus (USB) or external hard disk. Once done, just plug the storage device to your desired destination. If you’re sharing heavy and confidential files, this may be your best option.

How to Choose the Best File Sharing Option

Source: KSU | The Sentinel Newspaper

Whether your aim is to achieve better workforce management or streamline workflows and project management, choosing the right software to facilitate seamless file exchange is critical.

Here’s how you can get the right one based on your needs:

1. List your non-negotiables

There may not be a perfect file sharing solution around, but you can make one work for you; and that’s the next best thing. As with making other major purchases, you need a checklist of the most important features. This is a critical step because this software will dictate majority of your office and business processes.

List down the main functionalities you need for a better office file sharing system. Consider your set-up and current challenges then think about how you can address these challenges using the file sharing solutions you’re considering.

2. Price and trial offers

Check the costs of subscription on a monthly, quarterly, or yearly basis. In some cases, some file transfer solution companies offer discounts if used for a longer period. While this is an enticing offer, take this with a grain of salt. Subscribing to a file sharing service is a huge investment, and you don’t want to make mistakes.

Instead of grabbing a subscription right away, check the one-month free trials also offered by these companies. This way, you’ll have the actual experience of using the product and eventually come up with a smart decision you won’t regret.

3. Security

Because of remote work and work-from-home set ups, there’s a bigger demand for online file sharing. While file sharing companies commit to protecting your data, it still pays to know how your data is being stored or used. Don’t completely trust third parties to have control over how your data is used. Check whether the file sharing solution helps you keep a huge control over your files. For instance, you may want your files to require passwords and two-factor authorization for better security.

Additionally, choose the one that lets you set expiration dates or allow limited time access to other users. It’s also important to have notifications in case of potential malicious attacks and file restoration function. These allow you to keep your files despite unfortunate incidents as malware attacks, file corruption, or deletion.

Source: Forbes

4. Accessibility

Allow yourself and your staff to maximize productivity by making files accessible anywhere. If you’re stuck in traffic, having a quick break or waiting for your turn to pay at the store, don’t waste time and access data that require your urgent action or response.

Have the files you need anytime, anywhere with a file exchange system that lets you work even offline and have the changes synced once you’re online. Whether you’re using your tablet, laptop, or smart phone, have everything you need with a few clicks.

5. Limitations

Practice due diligence by knowing the limitations of each file sharing application. Like any other product, most apps are created based on a target market. For instance, there are software programs meant for residential, small to mid- sized commercial users, and corporate clients.

Based on these considerations, there may be restrictions on the number of simultaneous users, the maximum file transfer size, and the amount of data that can be stored. With this, you should also look for a provider that can offer better plans as your business expands.

The Bottom Line

Any organization should consider the right file sharing tool to promote productivity and efficiency. Factors such as security, capacity, price, and accessibility are few of the main considerations allowing you to come up with the right decision.

About Lola Mays

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