Team file sharing and storage

Storing files on your desktop or physical machine means that when your machine crashes, your files also go up in ashes! The excuse "my dog ate my homework" might have worked in school, but it becomes paramount that files are protected when it comes to business. The great news is that there is software available that can both store and protect your files while providing a plethora of perks.

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Software platforms

• There are a myriad of software platforms that will help store your team's data files using Zoho, Microsoft, Google, Dropbox, Box, and others, but for this article we are going to focus on Zoho WorkDrive and Microsoft Sharepoint file storage systems.

How to store files on the cloud

• Storing files on the cloud works similar to how you would expect on your desktop. Simply add your files into the dedicated folder setup on the cloud. You can create as many directories/folders as necessary to keep your file storage clean and succinct. 
• Files can be accessed:
• On the web
• On your mobile phone (while you are on the go)
• Using a shared drive on your desktop that looks exactly like a typical folder system, except that it is directly linked to your cloud platform and will synchronize your files automatically. This is an incredibly convenient option for dragging and dropping, copying and pasting, adding, and modifying files with ease on your desktop.
• Multiple users can access the same file at the same time to make edits. An added perk is that you can see where your team members are in the file while they are editing it.

How to share and collect files

• Once the files exist on the cloud, your team will be able to share them with anyone on your team.
• Team folders can be setup so that anyone can see files automatically as soon as they are uploaded.
• Files can remain private to individuals if they are simply looking for an option to place the files in a secure location and are not ready to share the files with the team.
• If you work directly with clients and need to collect specific files from them
• Create a secure directory for client uploads.
• Send the client a password-protected link that allows them to securely upload their file into your protected file directory. Receive files up to 50GB or 250GB depending on your platform/plan.
• Be notified once the client uploads their files.
• Set permissions on which files can be accessed by your team.

File versioning

• Each file creates a version of itself each time it is saved. These versions can be easily accessed incase you make a mistake and need to restore a previous version of the file.
• Deleted files can be restored up to 120 days in the past.

Protecting your files

• As mentioned previously, permissions can be set for each file/folder depending on which users require access.
• 2 factor authentication can be setup so that individual user accounts require a password and a second method of authentication such as authenticating on their mobile phone.
• File are protected with encryption in transfer and at rest.

Pricing

• Microsoft Sharepoint
• Cost: $17/user per month.
• Storage: 1 TB/user.
• Zoho WorkDrive
• Cost: $11/user per month.
• Storage: 5 TB/team.
• Each user beyond 10 users comes with an additional 500GB shared storage for the team.
• Additional storage can be added for each platform.
• Both platforms contain a suite of other apps to use for project and client management and reporting.

Migrating files from your old system into the cloud

• Backup your existing files on an external hardrive or another storage location on your existing machine.
• Download either OneDrive or Zoho WorkDrive onto your desktop.
• Copy and paste your files directly onto the shared workdrive.
• Finished.

Integrating this cloud file system with your other software platforms

• For businesses that would prefer to connect their cloud file storage system with their custom software platform, API documentation is available for developers to connect the platforms together.
• This is recommended for businesses that require highly customized solutions for adding, retrieving, and reporting on files.

Reporting on your data

• As mentioned previously, custom integrations can be setup to report on your file data.
• Other cloud software platforms are available to help transition your team away from using excel and word and into more powerful platforms for consuming and reporting on your data.

Final thoughts

Incredible benefits can be found in using secure cloud file systems and their advantages are complimented by their low monthly costs.