Cloud file-sharing services
Dave Mitchell explains why a business-class cloud file-sharing service makes more sense in 2024 than ever
Cloud file-sharing is the perfect partner for businesses that have embraced hybrid working practices. It provides staff with secure ways of sharing documents and collaborating on projects with colleagues and partners irrespective of where they’re located.
There’s no need to invest in complex and expensive VPNs to securely link remote workers to the main office systems. With cloud file sharing, they can easily work on documents anytime, anywhere and from their choice of device.
Employers railing against hybrid working need to acquaint themselves with the UK government’s Flexible Working Bill, which came into law in December last year, as this gives employees greater choice over when, where and how they work. Previously, they needed to have worked with an employer for 26 weeks before they could put in a request for flexible working but, as of April this year, the law gives them the right on day one to request it, and employers are required to consider any request and provide a reason before rejection.
The good news is that increased demand is keeping prices down, making cloud file sharing more affordable. This month, we test business-focused cloud services from Box, IDrive, ShareFile and Tresorit and put them through their paces in the lab to help you make the right buying decision.
Planning permissions
All good file-sharing providers offer a range of cloud storage plans, allowing businesses to choose one that best fits their needs. Avoid free personal plans, as most have capacity restrictions on cloud storage, along with strict limits on the size of files you can transfer.
Business plans offer much higher storage capacities and more generous limits on file sizes. Prices are based on the number of users, so make sure you only pay for what you need but check whether plans can be upgraded or downgraded later on as your needs will invariably change over time.
You should confirm the maximum allowable file size, as this varies considerably across vendors. Most plans start at 5GB, which will be enough for most SMBs, but those that need to transfer very large files such as medical images or CAD drawings will want a much higher limit; one vendor in our guide supports file sizes of up to 100GB.
Business plans provide an administration web portal for managing your company’s cloud account and deciding who’s allowed to access it – a feature you won’t find in free plans. Check the billing options, too,
as if you’re prepared to make a longerterm commitment, substantial discounts can be made with yearly contracts.
Travel agents
Administrators can use their web portal to manage access, with the best ones providing strict controls over who can share, receive and send documents. Onboarding is simplified as they can use the portal to send email invitations to selected users who then set up a personal account and password-protect it.
Real-time file syncing requires a small agent or app installed on each user’s computer or mobile device, with most providers including a download link in the email invitation. This makes cloud storage incredibly convenient as the agent automatically syncs all files in selected local folders with the cloud so users are always working on the latest version no matter where they are.
Cloud file sharing doesn’t need to be a separate business process, either. Many providers can integrate directly with popular cloud apps such as Microsoft 365, Google Workspace, Slack and Salesforce. Companies looking to replace pen and paper with digital workflows for signing contracts and agreements will find many providers now work with electronic signature apps such as Adobe Sign.
Look for plug-ins that snap directly into Microsoft Office as these allow users to open documents, edit them and save them directly to the cloud. Integration with email apps is another valuable feature, as it circumvents any restrictions imposed by mail providers on large message attachments. Instead of attaching files to an email, the plug-in allows users to send encrypted emails with web links to files residing in secure cloud storage.
Play it safe
Confidential data must be protected, and a minimum requirement from your provider is AES-256 encryption of data prior to transmission and at rest in their cloud data centres. For even greater security, look for services that encrypt shared data on the users’ devices and offer zero-knowledge encryption so only you have access to the keys.
Other valuable features are facilities for users to securely send large files to other users or external clients by creating a web link directly from their personal web portal. For increased security, consider services that let you password-protect links, apply download limits, set expiry dates and request notifications when files are accessed.
Good providers offer controls that allow you to set policies that ensure users create strong account passwords that adhere to a minimum format and length. To add extra layers of security, look for services that offer two-factor authentication and those that work with single sign-on providers.
Auditing is an essential feature if you’re required to demonstrate compliance with data protection regulations. The best services provide full user activity logging and facilities to pull up detailed reports on administrative activities, file accesses, sharing permissions, recipients and so on.
“Auditing is an essential feature if you’re required to demonstrate compliance with data protection regulations”
Travelling light
Mobile support is an essential business requirement that allows users to access shared files from their phone or tablet while out of the office. Features vary considerably, but all the best providers offer free iOS and Android apps, with some including advanced features such as using your device’s camera to scan documents and send them directly to your cloud account without storing them locally.
Other considerations that will help SMBs choose the right provider are price transparency accompanied by clear descriptions of the features included in each plan. The four products chosen for this guide show pricing details on their websites and are all available as free time-limited trials so you can take them for a test drive before making a commitment.