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At one point, web-based file sharing was just another internet trend for tech people. Now it has become an essential part of office work. For small and large teams, there are major benefits to using web-based file sharing. With an understanding of what online services have to offer, businesses can now coordinate their most important work entirely online.

What Is Web Based File Sharing?

Web based file sharing can copy or completely replace your paper documents. Thousands of paper documents that take up space in an office can now be placed online for safe keeping. The major benefit of using web-based file sharing is that team members can copy, edit and view these files simultaneously. It makes team projects a breeze, using real time syncing so that workflow is never interrupted. Workers from all over the world can handle files without stepping foot in the office or relying on slower technologies. Information in the cloud is just as protected as it is on your local hard drive, with backups happening instantaneously as the file changes.

Is It Secure?

Yes, and not your average captcha security from a normal website. The security used with document sharing is innovative and was one of the first services to implement a working two-factor authentication. Encryption, file conflict management, digital rights management, HIPAA compliance, ISO 27001 compliance and SOX compliance are only a few of the other features. Obviously, some services are more secure than others. Companies considering web-based file sharing should look at which services offer security that falls in line with their company policy. You’ll feel more comfortable by going with a service that has a security layer your employees are already familiar with.

Do You Need An Internet Connection?

Yes and no. The cloud is online and requires an internet connection to manage the files. There are two ways to interact with your files on such a system. For the most updated copy, you want to download or work on it online. This is the best 1:1 copy you will get. When access to the internet isn’t available, you have a second option of accessing the files. When working offline, some web-based file sharing solutions allow you to work with an offline copy. Once your internet connection goes live, it will automatically upload the file to the cloud and update it to the latest version. Customizable checks are in place to allow for automatic rewrites, or to wait for confirmation. No information is ever copied over without your prior approval.

It Is More Cost Effective Than Hardware Solutions

There are some places that store terabytes of data on multiple hard drives. This includes the normal copy, the backup copy, and another backup copy. All of this adds up in cost, just for the upkeep. These copies are not always accessible, and can easily be wiped out during a virus or scheduled update. When company files disappear locally, it throws an entire business into chaos. Assigning personal USB drives only puts the security of the files in danger. Cloud based filesharing puts the burden of the hardware on the provider.

A Backup For Your Backups

You don’t have to go 100% all in on web-based file sharing solutions. Using it as a failsafe backup in case your local files disappear is a great alternative. Syncing happens in the background and takes up minimal resources. The hit to your resources will be no bigger than that when backing up normally. In the event you no longer have access to your office, the files will be safe online and ready to be worked on. No delays means no workflow problems.  

How Long Does It Take To Sync?

This all comes down to the number of files that you need to sync, their size, your connection speed, and the speed of your computer. The initial upload when you first start service will be the longest one. Think of the amount of time it takes to back up your hard drive for the first time. After that, syncing is instant and happens in real time. The original factors still come into play, so if you’re working on a large file online and have a slow internet connection, then syncing will remain slow. To ensure that no data is lost, even if syncing is interrupted, a copy of the original file is stored to prevent corruption.

Platform Support

Every major platform has support for web-based file sharing solutions. The industry has even created netbooks and Chromebooks with the sole purpose of using cloud technology. So support is sharp, even among those that are not early adopters. Companies that have a lot of local structure already in place don’t have to make any changes to their software to adapt to cloud solutions. If the hardware can access a web browser, then it can use a service that handles cloud file sharing.

There Are Many Unknown Benefits

Web based file solutions are open in how they operate, which is good business. API documentation and normal operating standards are available to view online. Demos are provided for some services and remain pretty generous in the amount of time they offer to try out the cloud. Conversion services are available with some providers, so workers using different operating systems don’t get inconvenienced. Cloud based solutions can save business thousands of dollars in hardware and operating costs. If you’re looking to trim the fat of your business, then there is no other way that will provide immediate resolution like going to the cloud.

Wrap Up

Teams that are working with files online can always use the extra convenience of a top tier service. Improvements in the cloud have narrowed down some of the better options in the industry, giving you more choices than ever. Do a little bit of research on what your company wants, and the results for file sharing may surprise you.

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