Traditional file-sharing tools, such as FTP (File Transfer Protocol) servers and email attachments, can be pretty complicated and time-consuming for teams to manage. Moreover, these traditional tools are expensive and lack security features. Compared to traditional file sharing platforms, enterprise file sharing platforms offer enhanced scalability and security measures to protect a company's sensitive data. The best thing about enterprise file sharing tools is that they provide budget-friendly options for sharing small or large files among various team members, promoting cross-functional workflow.
This blog will provide an in-depth understanding of the cost-effectiveness of enterprise file sharing.
Know About the Costing Involved in Traditional Ways of File-Sharing:
The downside of using traditional file-sharing tools (for example, FTP or attaching files through an email medium) is the higher cost incurred during implementation. Let’s know some of the expenditures involved in traditional file sharing tools:
FTP (file transfer protocol) server upkeep expenditure:
The cost incurred for maintaining file transfer protocol servers is high. It is essential to consider various aspects of server upkeep, including security patches, software upgrades, and hardware updates.
Version tracking for shared files:
The traditional file-sharing approach excludes functionalities such as version tracking for shared files and collaboration features. It also leads to ancillary expenses, such as the amount incurred in buying another collaboration platform.
Constraints of email attachments:
One of the drawbacks of email attachments is that it doesn’t allow sending large-sized documents or files. To meet this requirement, an organization must invest in acquiring additional storage or upgrading its email servers adequately.
Security risks:
Traditional file sharing options don’t provide security and compliance functionality. Here, enterprises need to buy security and compliance tools differently to safeguard confidential information.
Why Choose Enterprise File Sharing Platform?
There are numerous advantages to selecting an enterprise file sharing tool, including:
Provides enhanced scalability:
One of the best advantages of zeroing in on a next-generation enterprise file-sharing tool is that it is highly scalable, thereby helping large-scale industries achieve their business requirements effortlessly.
High security feature:
An enterprise file-sharing solution provides much-needed security functionalities, including end-to-end file encryption methods, restricting file access to authorized users only, and regular monitoring of file-sharing activities.
Collaboration capabilities:
Enterprise file sharing platforms provide real-time file collaboration to automate workflows among various organization’s functions. An enterprise file-sharing tool allows team members to work together on a single file simultaneously. This further facilitates communication through the @commenting feature, helping team members gather input from a specific person while working on tasks jointly.
Compliance advantages:
Enterprise file sharing solutions are thoughtfully curated to provide various compliance benefits, including data retention and ease of finding required data, as data is stored category-wise.
Cost-Effectiveness of using Enterprise File Sharing Solution:
Enterprise file-sharing tools benefit companies by saving huge bucks that would otherwise be incurred on IT infrastructure. Enterprise file sharing tool helps in:
- Decreases expenditure incurred on upgrading email servers by getting rid of large-volume email attachment
- Decreasing the unnecessary FTP server cost by getting rid of different FTP server
- Decreases the collaboration solution expenditure by providing real-time collaboration functionalities
- Decreases expenses incurred on security and compliance because high security features are integrated with enterprise file sharing solutions
Essential Factors to Consider for Saving Costs of IT Infrastructure:
- You must evaluate the file-sharing infrastructure your company is currently using and identify areas where you can reduce unnecessary costs.
- You must implement a cloud-powered enterprise file-sharing platform to significantly reduce the expenses associated with upgrading an email server, maintaining FTP server, and purchasing a new collaboration platform.
- It is crucial to leverage an enterprise file sharing solution that provides enhanced scalability, thereby decreasing expenses of security and compliance.
Best Practices for Implementing a Cutting-Edge Enterprise File Sharing Platform:
Map out a Detailed Implementation Strategy:
Develop a comprehensive deployment plan that incorporates the input and engagement of all relevant stakeholders within the organization.
Initiate an in-depth risk assessment:
It is a good practice to perform a comprehensive risk evaluation to recognize any security threats and compliance risks.
Opt for a scalable and highly-secured tool:
As the company continues to expand, it is a good practice to select a highly scalable and secure platform that will eventually enable you to meet your business requirements and objectives.
Facilitate ongoing training session to employees:
It is crucial to conduct training sessions for cross-functional teams to ensure staff are well-versed in using the enterprise file sharing platform confidently.
Final Words:
Undoubtedly, an enterprise file-sharing platform is a cost-effective tool for rapidly growing industries. By implementing a cloud-based enterprise file-sharing platform, businesses can minimize unnecessary expenditures incurred on maintaining FTP servers, purchasing a collaboration solution, and security costs, among other expenses.
Furthermore, to select the right enterprise file sharing tool, it is essential to conduct extensive research on various options. Thorough research will help you choose a solution that aligns with your business objectives.