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File Sharing Software Buyer's Guide
Table of Contents
- » What is File Sharing Software?
- » How does File Sharing Software work?
- » Is it worth investing money in File Sharing Software?
- » Before choosing any File Sharing Software
- » How to choose the best File Sharing Software?
- » What are the features of a File Sharing Software?
- » What are the benefits of File Sharing Software?
- » How much does File Sharing Software cost?
- » Conclusion
The sharing of data files between users, locations, partners, and customers is a common thing in any organization. However, depending on the type of organization niche, the need and volume of file transfer may vary from occasional use for non-proprietary data to sharing in bulk as a daily business need. So, it is essential to have a file sharing software that can meet your organizational needs based on their individual requirements.
» What is File Sharing Software?
It is a file-sharing software application that enables you to send files of any size to anywhere in this world under a strong layer of data protection. It allows your employees to send and share an unlimited number of files with a speed of light. You can submit portals and customize them with language, branding, storage and more. You can choose a storage point of your choice, such as – FTPs, Hard Drives or Cloud storage.
» How does File Sharing Software work?
It uses a local network or a web to send and receive multiple files in the form of text documents, videos, and images. Once shared, people having permission can have access to those files and even can download them. They can use the software to share those files with other people in their network as well. It comes highly usable for business persons to distribute and share project documents amongst each other. It uses four kinds of systems for storage, transmission, and distribution such as distributed peer-to-peer networking, manual sharing of movable media, online-stationed hyperlinked documents and localized servers on computer networks.
Also quoted as Managed File Transfer (MFT) solutions, it addresses the key file sharing issues related to data security, their control and requirement related to core operational process. As it comes fully auditable as per regulatory compliance, organizations looking for secure transaction of files between remote data centres, trading partners and cloud applications will find it to be highly useful.
» Is it worth investing money in File Sharing Software?
Gone are the days when it used to complete paper-based file system to maintain official data. Now, even an electronic money transfer is replacing the cheque system for reliability purpose. The current trend of “The Minimalists” does apply to file transfer system inside organizations as well. Digital files give ease of use to the users in terms of accessing, editing and sending files from one person to another. Also, the software enables you to retrieve deleted files from backup and stores them with secured protective layers from falling into the wrong hands. If you can get all of these facilities in exchange of $200-$300/ month, then, of course, it is worth investing in money.
» Before choosing any File Sharing Software
Before selecting any file transfer software, it is essential to understand their types better so that making a decision will be easy for you.
Here are the four basic types of file sharing software applications that you must know about:
› SYSTEM-NATIVE FILE SHARING SOFTWARE:
You can run this software directly from the computer’s OS. It is used for local network file sharing. Also, the list of transferable files involves normal documents, pages, photos, and videos.
› CLIENT-SERVER FILE SHARING SOFTWARE:
This type of file sharing software is used for transferring webpage, FTP sharing, and email. The data are stored in a centralized location and people having permission get access to them for their use.
› PEER-TO-PEER (P2P) FILE-SHARING SOFTWARE:
Unlike the previous one, this type of File Sharing Software does not depend on any centralized server, instead, it uses computers in your network as node servers and enables them to transfer files between them directly.
› CLOUD-BASED FILE SHARING PROGRAMS:
If you want to opt for the software that has cloud features, then this file transfer software is your ideal bet. You create special folders and then synchronize the data into them which will be accessible through a website or a mobile.
» How to choose the best File Sharing Software?
There are certain key requirements those need to be fulfilled at least by a File Sharing Software to be shortlisted by a buyer and those bare essentials are as follows:
- HIGH-SPEED FILE TRANSFER:
Let’s not forget, speed is the primary reason for which we are looking for a file sharing alternative against available traditional methods. That’s why, if the software is not fast enough to transfer big files in less time, then the whole purpose of buying it stands for nothing.
- EASE OF USE:
Ease of use is another primary factor that decides how your employees or other users are going to react. A fast file transfer software should also be a simple web-based system that anyone would feel comfortable to work with without requiring any extra training. The users should be able to easily access and share files without going through an understanding of its complex operational process.
- EASY DEPLOYMENT AND MANAGEMENT:
Your File Sharing Software should be very easy to deploy and manage. If you are opting for a SaaS (Software-as-a-Service) application, then you would not be required to worry about the same. However, make sure that the vendor is committed to the service aspect of the SaaS.
- A DEDICATED TEAM TO HANDLE YOUR ISSUES:
No software can be guaranteed to operate bug-free. It is a common thing for the software to catch bugs and malfunction. However, what is important is that your vendor has a dedicated team of managers to take care of the same within minutes. They should have world-class customer support to keep you assured of their 24/7 availability.
- SECURITY:
It is very important to understand your vendor’s security practices for their software. As several high profile security breaches have been surfaced lately, look for a vendor who is strongly committed to security mark. Vendors those who follow in-depth security practices or consider security at every level of the product should be your ideal bet.
- STORAGE INDEPENDENCE:
An ideal file transfer software complies with an array of storage options. You can choose either on-premise or off-premise (Cloud) storage option that allows you not only to have control over your assets but also to protect them from unwanted security breaches. You can choose any option at any time depending upon the confidentiality level of the files at different stages of the content life cycle.
- EASY CUSTOMIZATION:
No two organizations may have the same use cases and the software should be able to meet that with its easy-to-customize options. For instance, you should be able to set up an unlimited number of browsing based portals customized for multiple clients, partners, and freelancers.
- HASSLE-FREE REPORTING:
Imagine a file transfer software that will enable you to have a look at your content traffic analytics on a real-time basis. Wouldn’t that be great? You can see which content is getting maximum attention and can get notifications each time they are downloaded. It can help you design your business strategy accordingly.
- VENDOR REPUTATION:
Not only the application but also the reputation of vendor matters while selecting any software application. Just make sure that the vendor has some positive feedback into its kitty and the ratio of positive to negative reviews is quite high. If possible, take advice from your social circle as it will help you make an easy decision.
» What are the features of a File Sharing Software?
Due to cut-throat market competitions, developers are leaving no stone unturned to create a fully-featured File Transfer Software that can address the needs of file sharing for any type of organization. In this regard, here are some of the common popular features of any File Sharing software application these days.
› UNLIMITED FILE TRANSFER:
You will get unlimited file transfer feature which allows you to have a secure sharing of files on as much volume as you want.
› SECURE DATA STORAGE:
You can adjust space quotas to buy space for your files to remain secured. Though small subscriptions offer limited space, it can be upgraded to unlimited by switching to elite subscriptions for 30% more price.
› DATA RECOVERY:
Your files remain in backup for even one month after they have been deleted. Thus, you can retract them to save you from unpredictable repeat works and hassles.
› PERMISSION ACCESS:
Admin can have the privilege to control access to the files. That means, the files get further an added layer of security through controlled permission to access via the administrator.
› FILE VERSION HISTORY:
It enables you to restore your deleted files with few clicks. The software has an integrated search engine function that will help you find your deleted files in seconds.
› PASSWORD PROTECTION:
You can protect your files through password which makes your files even more secured. In this way, you can protect your files from getting into the wrong hands.
› REAL-TIME MONITOR:
Through a dashboard, you can see the activities happening on a real-time basis. The panel also enables you to generate easy reports of the operations made.
» What are the benefits of File Sharing Software?
Most may wonder what could be so fascinating about having a File Transfer Software by side. Actually, it certainly offers you a myriad of benefits that you could have possibly imagined such as:
› CONVENIENCE:
The software makes your effort to access and share files amongst peers easy, convenient, and instantaneous. You can considerably reduce the amount of effort, time, and energy as compared to your competitors.
› REDUCTION IN COST:
It is required to own the infrastructure and adequate IT system for storing virtual files of large size. However, with a File Sharing Software by your side, you can save the money to be used on maintaining infrastructure for storing files and for their easy conveyance.
› SAVES TIME:
The process of searching and retrieving information from a file manually takes a lot of time. With the fast file transfer software, that time can be reduced considerably to a few seconds from a few minutes. Instead, the same amount of time can be utilized towards other business activities.
› REDUCED STORAGE SPACE:
We have discussed virtual space issues; this is about the physical one. Many organizations prefer to stack up files in a place as they need them very frequently. Stacking them up itself demands specific physical space inside the building, and the same gets bigger with the passage of time. However, with all files getting digitalized and easy to access through the software, the organization can undoubtedly save its space for sure.
› IMPROVED DATA INTEGRITY:
When data files are transferred through a secured channel- less prone to lose, manipulations, and other forms of interferences - the reliability factor increases and also the level of accuracy. You can easily depend on those data to take big decisions.
» How much does File Sharing Software cost?
The pricing of the File Sharing Software can start from $35/ year to $300/ year depending upon the features and level of customization you are opting for. For instance, small subscription models will offer you limited file transfer option (e.g. 300MB/file). Also, it will not allow you to transfer more than 10GB/Month (Average estimation). However, if you are a small business firm or a solo freelancer, this subscription model is enough to satisfy your needs. However, if you are a big farm having more than 100 employees, it’s better to go for a custom enterprise model as it will allow you to transfer unlimited files. You can add or remove members as per your wish inside your network and can even request for custom features to be added into the package to best complement your organizational needs.
» Conclusion
By now, you must have understood what a File Sharing Software can do for you and how it can benefit you in terms of time, space and money. However, having this knowledge, it does not necessarily mean that you can easily choose an ideal software application for your business. It’s better to follow your institution and seek organic reviews about the vendor you are going to partner with. First, go for a free file sharing software on trial period, see if it is standing high on its commitments or not. Second, let the vendor put the best offer on the table and run your negotiation skills to shrink it further. Finally, choose the best file sharing software that qualifies all the stages with flying colours.