We are not quite at the point where we have a paperless office, but it’s getting closer as more and more documentation is digitalised. With digital documents comes a whole slew of issues, though: version handling, file structure, naming conventions, just to mention a few.
When you handle a myriad of different files, and especially when there are several people involved, one of the most important tools for team collaboration is a great online file sharing system. Find the tool that suits your needs in the list below:
Dropbox – Arguably the most popular file sharing app. Upload files you are working on to the cloud and share with anyone who needs access. Both files and folders can be shared and Dropbox is compatible with almost any system, be it for phones or computers. Easy to use and hassle-free to set up. As a bonus you can easily share files with clients and colleagues via a link, even if they do not have an account. The free version gives you 2GB of space.
Hightail – Similar to Dropbox, but with some added features for businesses. Security is their focus as they have password protection, identity verification, file tracking and outstanding 256bit encryption once the files are in the cloud (128bit SSL while transferring). One prominent feature is the ability to electronically sign documents while it’s in the cloud.
Glasscubes – Glasscubes is perfect if you want to create a central, “go to” file repository. There is no restriction to the types of file you can store and the individual file size limit is a massive 10GB and rising depending on your account. Share password protected links to clients to make sure they always have the latest version. An excellent option for small to mid-sized business, teams and projects.
Google Drive – Collaborate on documents in real-time; see the changes as they are made. Store spreadsheets, word files and a multitude of other documents that also can be shared easily. As an added benefit Drive gives you the ability to open over 30 different document types, even if you do not have the program installed on your computer.
Onehub – Similar to the other collaboration workspaces, but this one has unlimited space and bandwidth. The only limitation is a 5GB maximum file size. You can assign space and user rights to different accounts and as such easily organise who can see and edit what. One of the drawbacks is that Onehub is missing a ”remote wipe” function, which in this case can endanger files if equipment is stolen or transferred to someone without authorisation.
This is not an exhaustive list in any way, but it can get you started on the path of choosing a platform that suits the needs of your company. As more and more employees are offered the option to work remotely, issues with collaboration and organisation become critical. As such, finding the right tool for your organisation’s file sharing becomes a pressing point that needs to be taken into consideration.