Back in 2015, the concept of remote content-sharing among employees made organizations uneasy. ESG analysts Terri McClure and Leah Matuson have expressed their opinions on why file-sharing outside work premises can make companies face chances of losing control over their critical and sensitive data.
But just two and a half years later, more organizations have become more open to this file-sharing innovation. Gartner analysts even forecasted it.
Monica Basso, Karen A. Hobert and Michael Woodbridge predicted that by next year, 80% of medium- to large-scale organizations in developed regions would have deployed more than one content collaboration platform (CCP) products, such as enterprise file sync and share tools.
Enterprise file-sharing tools enable members of an organization, such as employees of a company, to share work-related contents among one another using any devices. File synchronization is used to store all files in an sanctioned repository of data that the organization can access remotely.
Because today’s workers are highly dependent on their smart devices, they expect to be able to access their work files anytime and anywhere. This lead many companies to employ EFSS to their content management systems.
Purpose of EFSS Tools
EFSS services have features including document version tracking, live commenting and management of workflow process. These features aid users store, modify and share any file. Contrary to what was believed back in 2015, EFSS tools can actually improve an organization’s content management, collaboration, and secure file-sharing.
EFSS tools are firmly entrenched inside the organization, and the IT has the option to set access policies to enhance data safety. But EFSS products also have security features of their own, such as data encryption, authentication, tracking features and containerization.
How It Works
Organizations can use EFSS as a private or on-premise software so that all contents are contained within their own data repository. Otherwise, they can deploy it as a hybrid cloud service, in which data is stored in the cloud of the EFSS provider.
Both on-premise software and hybrid cloud service allow employees access to work-related files remotely using any device that is connected to the internet. For smaller organizations, cloud services could be the better option.
It’s more affordable, low maintenance, and possibly more secure. Even larger organizations benefit from cloud-only services as well. EFSS has many benefits, like the improvement of data security and confidentiality.
Unlike physical documents that may be susceptible to loss and misplacement, digitally-secured files in EFSS tools can be safeguarded by the IT. It expands scalability, because remote workers can be collaborated with real-time as they access and work on files shared by the whole organization.
Many business processes will also be sped-up using EFSS. Finance and audit, for example; two departments that require frequent file-sharing. When they can this do digitally and remotely, their work will be made significantly easier and more secure.
The Progress of EFSS
As more organizations embrace digital technology advancements, the market for EFSS will continuously evolve. This streamlined file-access and sharing tool enhanced employee productivity and eliminated paper processes.
EFSS provided a system for organizations to handle their content management and communication tasks. EFSS will also evolve into something more secure so that organizations can completely rely on them to safeguard their work data.
With an EFSS product, employees can edit files anytime, anywhere, and on any device. File-synchronization will help them update these files across all their devices. With this efficient and innovative product, more businesses will become progressive.