Like all IT activity involving data, file sharing and syncing must effectively address enterprise requirements:
Ensuring that data is protected and in compliance with all applicable government and industry regulations. For example, not syncing medical patient data to an unsecured, unauthorized tablet, or texting a records from a financial database. Or copying an employee database to an unencrypted CD or flash drive.
Ensuring that sensitive data isn’t made available inappropriately, even when compliance is not at issue. For example, putting company product plans in a Dropbox folder without a password.
Your company needs to control file and data sharing based on department, project, type of access (read only, edit, add, delete), and even location and time.
Sharing and syncing of company data needs to be logged, the same way that user and admin access to company applications, and even printer activity, is.
There’s no shortage of device, premise and cloud-based tools and services to share and sync files.
But not all can meet enterprise requirements.
Employees need to be educated on the compliance and security implications of sharing and syncing files, so they know what they can — and shouldn’t — do.
Look for enterprise-class tools that:
Don’t neglect the IT admin aspects. Do you want or need the tool to be on-premise, cloud, or hybrid? Will it integrate easily into your existing management tools? Can IT delegate selective administration to product and project managers?
Remember, security like this should not be viewed as an impediment to productivity. Rather, it’s an enabler — because it lets employees do as much as possible without violating laws, regulations, or company policies.