File Sync and Share Cloud Services
One of the most popular cloud applications for small and mid-size enterprises is file sync-and-share. File Sync and Share (FSS) cloud services, also known as cloud storage and file sharing services, are online platforms that allow users to store, synchronize, and share files and data across multiple devices and with other users. These services are designed to provide a seamless and efficient way to access and manage files from anywhere with an internet connection.
It makes sense: people need to share files, and most file sync-and-share services are easy to install and use. If not properly managed, however, file sync-and-sharing can result in data breaches and loss and can place your company in legal jeopardy. To minimize these risks, we recommend all businesses enact a simple set of policies that are easy to communicate, explain, and follow.
8 of the Best File Sync and Share Cloud Services
- Dropbox: One of the pioneers in the cloud storage industry, Dropbox allows users to store and share files, collaborate on documents, and synchronize data across devices. It offers various plans for personal and business use.
- Google Drive: Provided by Google, Google Drive offers a generous amount of free storage space and integrates seamlessly with other Google services like Google Docs, Sheets, and Slides for real-time collaboration.
- Microsoft OneDrive: Integrated with the Microsoft Office suite, OneDrive is designed to work smoothly with Microsoft products, making it an excellent choice for users who heavily rely on Office applications.
- Box: Box is primarily focused on business and enterprise users, providing robust security features and collaboration tools tailored for corporate environments.
- Apple iCloud Drive: Geared toward Apple users, iCloud Drive enables seamless synchronization of files across macOS, iOS, and Windows devices.
- Amazon Drive: Amazon Drive is part of Amazon’s suite of managed cloud services and offers a straightforward cloud storage solution for individuals and businesses.
- Sync.com: Known for its strong emphasis on security and privacy, Sync.com provides end-to-end encryption and compliance with various privacy regulations.
- pCloud: pCloud is known for its client-side encryption and the ability to extend storage by linking multiple accounts.
These services typically offer a certain amount of free storage space, with the option to purchase additional storage through subscription plans. They often include features like file versioning, selective synchronization, sharing controls, and collaboration tools to enhance productivity.
When choosing a File Sync and Share cloud service, consider factors such as storage capacity, security measures, compatibility with your devices and operating systems, collaboration features, and pricing options. Also, be aware of the terms of service and the provider’s approach to data privacy and security to ensure that it aligns with your needs and requirements.
Best Practices: Policies for Using File Sync-and-Share Services
To make the most of File Sync and Share (FSS) cloud services while maintaining security and efficiency, consider implementing the following best practices:
- Employees may use file sync-and-share services, provided they have an business need to do so, use only company approved and managed services, and adhere to company policies.
- Only company approved services should be used for file storage and sharing; employees may not use free, consumer, or public apps or services.
- Employees must keep their usernames and passwords for file sync-and-share services secure, and must manage these passwords in accordance with company policies.
- Only relevant business information may be stored are shared using the company’s file sync-and-share services.
- Unless otherwise instructed, file sync-and-share services are intended for temporary sharing of files. Original versions of files should reside on company file servers or services.
- Access to files should be removed, particularly by external parties, when no longer necessary.
- Copyrighted, private, or secure information should only be shared if both the sender and recipient are authorized to view and/or use the information. This information should be encrypted by the file sync-and-share service, or a separate tool, before it is shared.
- The company’s file sync-and-share services are subject central administration and management, including access controls and permissions.
- Use of the company’s file sync-and-share services is subject to all relevant company policies regarding professional and personal conduct. The company’s file sync-and-share services are subject to company monitoring in accordance with company policies.
With these policies in place, you can provide employees with vetted file sync-and-share services that both meet employees’ needs to share and collaborate, while protecting your data, your regulatory compliance, and your business.