Today’s businesses are increasingly opting to use digital documents instead of paper documents, using virtual storage and streamlined workflows. But virtual storage and file-sharing also have many pitfalls, in the form of flawed document organization tools and weak security features. If that’s the case, your sensitive data will always be at risk, and that shouldn’t be allowed to happen. In this article, we will tell you everything you need to know about secure file sharing and how to achieve it.
Why is a file sharing security important for business?
Not too long ago, the field of business decided to fundamentally change its approach to work and its idea of what the workplace should be like. Even the most old-fashioned and conservative companies were forced to recognize the benefits of technology and the Internet. Even before the global pandemic, almost half of the entire business market practiced telecommuting.
But during the quarantine, the other half also had to join online activities if they wanted to stay afloat in such crisis times. Initially forced measures were able to reveal to business owners all the benefits and effectiveness of remote collaboration, after which metamorphosis began to occur in the minds of people, which changed their ideas about modern work.
What has had the biggest impact on changing the minds of so many people is the ability of technology to facilitate workers’ work moments, as well as real-time communication and collaboration at any distance, which greatly saves costs and time for both parties to the transaction.
But, as mentioned, the risks of virtual activities also exist and should not be ignored categorically. Security threats can lead to data leaks, which in turn can lead to the collapse of the company.
Using a virtual data room as a file-sharing tool
Among the many ways to store and share data, such as thumb drive, email, cloud, FTP, or P2P, the virtual data room stands out significantly for its capabilities. All of the aforementioned methods of document sharing have some disadvantages related to unreliable security or a non-dynamic approach to document management, but VDRs are guaranteed to provide both.
The Data Room, though built on cloud-based platforms, has features that are on absolutely every level. They can help not only protect your data but also streamline business transactions, improve collaboration and automate many routine processes.
Benefits of VDRs for business file sharing
Virtual data rooms can improve the overall productivity of a company and increase the productivity of its employees while providing you with a secure place to conduct file sharing. VDRs provide businesses with the following benefits:
- Project management and collaboration
For remote work, collaboration is still an issue if you don’t use the right tools. With VDRs, you can communicate with your clients in real-time, discussing important details or asking questions with an encrypted chat or Q&A section. You can also allow your employees to work on the same project at the same time, assign tasks, and set deadlines for the task.
- Security
Security is where no other software can match VDR, this solution uses the most advanced and robust features to protect you, namely:
- Data encryption -to protect against data leakage
- Double Authentication -to protect against unauthorized entry
- Watermarks – to protect copyrights
- Detailed permissions – to set different levels of security for your documents. Depending on the role of the user he will have different ways of interacting with the document
And this is not the whole list.
- Automatic synchronization and backups
Backups in VDR occur continuously and any changes that you make to your document are automatically synchronized with other versions of this document.