Technology was supposed to make collaboration easier. But all too often, it just gets in the way. Do you often find yourself copying files to a share folder? Or dragging them to a dropbox? Or transferring them to a memory stick or miniSD card? Or emailing copies of files to yourself and your colleagues to make sure everyone has the most up-to-date version? It’s so much wasted time and effort—and it actually detracts from collaboration because it focuses your attention on the file, not the project.
Removing Friction from Files
The technology for syncing files across all your devices and sharing (or publishing) them to large teams has evolved. And so should your expectations. If you are a business, here are 5 features your file sync and sharing solution should deliver right now so you focus on the task at hand and not your files.
#1: Automated and Seamless Sync— So You Don’t Have to Think Ahead
You shouldn’t have to do anything, learn anything, plan anything, or change your behavior to ensure that your files are constantly synced, protected, and available to you and your colleagues. You shouldn’t have to drag-and-drop, check in or check out, or move files to a "file server in the cloud". It should all happen instantly and automatically, behind the scenes. If the file sync solutions you are evaluating force you to move files first, then the truth is you won't really have access to the files you need, when you need them the most.
Syncplicity allows each user to organize folders and files the way they want and automatically syncs all their files to the cloud every time a file is created or edited. That means that when you are on the road with your iPhone, iPad or Android device and are asked for the latest version of a document, you will always have it a click away.
#2: Offline File Access
If you’re depending on a network connection to stay productive and in touch with your colleagues, sooner or later you’re in for heartbreak. Your file sharing solution should keep your files accessible and synced at all times—whether you’re at work, on the road, on the train home, or flying over flyover country—so that you never have to email yourself anything.
If you are planning on a web-based solution for file access or a system that always retrieves a file every time you access it (not true sync), your users will often find themselves without access to the files they need.
#3: Read-Only Folder Permissions
#4: No File Size Limits
We’ve all experienced the hassle of trying to send a monstrous file to someone, only to receive the terse report that exceeds allowable limits. There are often no easy options: either break it into smaller pieces and send them individually as email attachments, or use an FTP site, or subscribe to a large-file transmission service, or, as a last-ditch option, put in on a CD and FedEx it.
Syncplicity has no file size limit or bandwidth restrictions, so there will be no need for cumbersome email attachments. You will be able to publish those huge PowerPoint presentations, webinar playbacks, video training sessions, and recorded meeting files securely and without alterations or performance degradation.
#5: Enterprise-grade Security
You want to be able to work and transact business anywhere, at any time. But with the freedoms of the mobile era come new threats to security that must be tamed. Your sync and file sharing solution should provide enterprise-grade security. At a minimum, it should provide:
- AES-256 encryption of data during transmission and at rest
- Policy controls for restricting account access to authorized devices and restricting external sharing, if company policy requires it
- Single Sign on (SSO) with Active Directory and other on-premise authorization approaches
- Data storage in geographically dispersed SAS70 Type II data centers using high redundancy storage
- 99.999999999% data durability
- Storage of encryption keys and data in separate data centers
- SSAE-16 (formerly SAS70 Type II) audits, verifying that the cloud provider’s data centers have met rigorous requirements around physical security, physical access, and internal controls
- Enterprise-grade mobile securty features such as on-device encrytpion, extra PIN codes, and remote-wipe
- Syncplicity provides all of this and more!