How to give employees fast, convenient access to files — while keeping your data secure!
If employees can’t easily access any file from any device, they will go around your IT policies and buy their own cloud storage. To prevent shadow IT, you must provide a file-sharing tool that combines the security your business needs with the convenience that users demand.
End the tug of war between user convenience and IT security
A few years ago, improving business productivity meant allowing employees to
use their smartphones for work.
Now, employees expect to work from a greater number of devices and locations. The average employee uses up to three devices each day for work-related tasks.1 For example, they may use their smartphone to check email over their morning coffee, update a presentation on their tablet while they are on the train, and access files from their home laptop on days when their kids are sick.
However, despite the freedom to use whatever device is convenient at the time, many employees have a poor experience when they move between devices. They often lack access to essential applications from their mobile devices. Or, a file they save on their office hard drive may not sync with their mobile devices. This lack of access is not just frustrating, but can have a massive impact on business productivity.
3 keys to boosting business efficiency
1. Automated workflows
Companies often rely on manual processes that are slow and inefficient. For example, a car insurance rep may visit the site of an accident, gather all necessary information, take a few photos, and then return to the office to complete an accident report to support the customer claim. If the person who needs to review the report is on vacation, the claim can get delayed for weeks. This can frustrate the customer and motivate them to look elsewhere for insurance when it’s time to renew.
Automating this workflow could expedite the entire process. Using a mobile device, the rep could complete the report and file it while still at the accident site. The claim could then be automatically sent to a supervisor for review and approval, and a signature could even be collected to ensure the claim is processed promptly.
Here are five more reasons why you should automate your workflows:
- Complete tasks faster
- Reduce the number of steps in a process to remove inefficiencies and find cost savings
- Close deals in less time with automated approvals and legally-binding e-signatures
- Maintain audit trails — without manual intervention
- Streamline employee operations without requiring a dedicated IT team
2. Give employees the flexibility to use any device from any location
Employees who use multiple devices to view, edit, and share files often encounter barriers. For example, personal file sharing services can only access a limited number of networks.
If employees are outside of a network’s range, they may not be able to open a file. Then, they might miss deadlines or fail to make decisions because they don’t have the information that they need.
3. Data storage choice
If you lock your data within a private network, employees will have a hard time accessing files when they work outside the office or on multiple mobile devices. Employees who can’t get what they need may ignore your IT policies and upload files to any convenient location–often a public cloud that doesn’t meet your security and compliance requirements. The average employee uses 36 cloud services4 at work, most of which don’t follow your IT policies.
You can gain control over your data, while making work easier for employees, by choosing a file sharing solution that gives you flexible storage. Public cloud storage can enhance your agility and simplify your IT management. It also helps you reduce your costs, as you won’t need to invest in hardware or pay for the bandwidth needed to share large files. Meanwhile, you can continue to use your private cloud storage to protect your regulated data.
How to keep your data secure (no matter where it resides)
Almost 85 percent of data breaches start with a human error. For example, an employee may email a sensitive document to someone who isn’t supposed to view it.
Your file sharing solution should give you control over who can view your data– both inside and outside your company’s walls. Here are some security features that will help you protect your files:
- Role-based access controls that let you specify who can view, print, edit, and share documents
- Seamless integration with your company directory services to simplify authentication and end-user provisioning
- The ability to revoke access to files, in case an employee sends sensitive information to the wrong person
- Restrictions on the number times someone can upload or download a file
- Email and file encryption
- The ability to block access based on someone’s network location
Work efficiently and securely — from anywhere — with ShareFile
ShareFile gives employees the productivity and collaboration tools they need to work from any device and location. Employees can share documents, collect feedback, get approvals, and more — while you maintain tight control over your data.
With ShareFile, you can:
- Access all of your files through a single, secure portal
- Gain control over data sprawl by providing effortless access to data stored on your company network from any device
- Automate your workflows to achieve greater efficiencies with fewer errors
- Boost employee productivity without compromising your security
- Take advantage of flexible storage that allows you to divide data between public and private clouds
- Integrate file sharing with your existing business productivity tools, including Office365.
Download the white paper for three ways to boost business efficiency while you empower employees with fast, secure access to any file from any device. Discover how you can:
- End the tug of war between user convenience and IT security
- Gain visibility into your mobile data
- Keep your data secure (no matter where it resides)