A safe way to share files between business partners and remote workers

What is file sharing? A safe way to share files between business partners and remote workers

"File sharing" is one of the most important elements for properly managing and using files within a company. However, not everyone has a correct understanding of file sharing and shares files appropriately. Here, we will explain the basic concepts and types of file sharing. We will then introduce the benefits of cloud storage which has been attracting particular attention in recent years.

What is file sharing?

First of all, what exactly is the concept of "file sharing"? Before we take a closer look at file sharing, let's first review the basic concept.

Basic Concepts of File Sharing

File sharing literally means sharing the same file or folder (directory) with multiple people from other networks. Traditionally, files were generally only used by the user who created them. However, with the development of network technology, the ability to share files with multiple people and work more efficiently has become a focus of attention.

So far, various methods for file sharing have been developed. From using the basic functions of the OS to using external services, you can choose the method that best suits your needs, such as the scale, scope, and security of the file sharing.

 

File sharing types

There are several ways to share files. Here we will introduce the main types of file sharing that are commonly used in business situations, as well as the advantages and disadvantages of each.

 

File Server Deployment

A server that installs dedicated software and provides file sharing as a service is called a "file server ". Generally, a file server's internal storage capacity can be used for file sharing as is. File servers are accessed via a network such as a LAN.

The commonly used "Windows Server" comes with a file-sharing function built in as a basic OS feature. This makes it easy to prepare a file-sharing environment. File servers are one of the most common methods for achieving file sharing in companies.

There are many benefits to using a file server, but the first is that you can set detailed access permissions for files and folders. In a company, setting and managing detailed access permissions for each file is important from a security perspective.

Other benefits include the fact that if you run out of capacity you can add more capacity relatively easily by adding additional HDDs and that it can also be used for backup purposes.

On the other hand, it is important to be aware that implementation requires time and money, including personnel costs for server management, software license fees, data center, and server room costs to keep the servers running, and electricity costs.

Furthermore, software configuration, management, and updates are time-consuming. As a company grows, multiple file servers are installed at each branch office, making management more complicated.

 

Introducing NAS

"NAS (Network-Attached Storage)" is also known as "Network Attached Storage" and, as the name suggests, refers to a dedicated storage device accessed from a network. The difference between NAS and file servers can be understood by looking at their advantages and disadvantages.

Advantages of Network Attached Storage (NAS) Compared to File Servers

The first advantage of a NAS is that it is easy to install and manage because the necessary settings for file sharing are already in place. Compared to a file server, this requires much less effort and labor costs.

Another advantage of NAS is that the hardware is smaller than a file server, so it does not require as much space. It also consumes less power and is quieter than a file server.

Disadvantages of Network Attached Storage (NAS) Compared to File Servers

On the other hand, there are quite a few disadvantages compared to file servers. First of all, the expandability when storage capacity is insufficient is inferior to that of file servers. Although it is not impossible to expand NAS, file servers can be expanded more flexibly.

Also, while software management is simple, it is not possible to set detailed access permissions as with a file server.

Additionally, it is important to note that with a NAS, you cannot directly edit files as you can with a file server. To edit a file, you must first download it to your PC or smartphone. After editing, you must then re-upload the edited file to share it. This makes file sharing less efficient than a file server, so some companies may find it difficult to use.

 

Use of cloud storage

"Cloud storage" is a shared storage service that can be used over the Internet. Users do not need to prepare dedicated hardware, but simply sign up for the service and use it.

One of the advantages of cloud storage is its low cost. It does not require a large initial investment like purchasing a dedicated machine and can be used at a low flat rate or monthly fee.

In addition, since the hardware management is handled by the service provider, there is no hassle involved in using the service. Users can use cloud storage even if they do not have advanced IT skills. Small and medium-sized enterprises can use it even if they do not have a dedicated information system staff.

Other benefits include the relative ease with which you can increase or decrease capacity, and the fact that you can use it anywhere as long as there is an internet connection.

On the other hand, the fact that it can only be used in an online environment is a disadvantage. If you cannot connect to the Internet, you cannot access cloud storage. However, some services offer a function that allows you to use files offline.

 

Sharing files on cloud storage          improves work efficiency

Among the methods of file sharing, cloud storage has been attracting particular attention in recent years. Regardless of the size of the company, many companies have started using cloud storage to achieve efficient file sharing. Here, we will consider the reasons why cloud storage is used by so many companies.

Related Article: Large, complex organizations use   data-sharing platforms to facilitate collaboration on data-driven projects, both within and between organizations.

What Cloud Storage Enables

Cloud storage uses a service provided by the provider, so unlike file servers and NAS, there is no need to purchase or manage servers or dedicated equipment. This allows for significant reductions in initial costs and labor costs for management. The service provider is responsible for managing the hardware and network, so there is no need to worry about management.

Cloud storage can be accessed not only from the office PC, but also from mobile devices such as tablets and smartphones when you are out and about, and even from your home PC. If you save the files you are working on, you can continue working anywhere without having to take the files with you on a USB memory stick or other device.

Furthermore, unlike file servers and NAS, files on cloud storage can be edited by multiple people at the same time. There is no risk of a file being locked and unable to be opened while someone is updating it. On the contrary, some services have a function to intentionally lock files to prevent duplicate editing. Collaborative editing with colleagues in far-away locations can reduce the individual workload and improve work efficiency.

In addition, if you store documents such as contracts and receipts in cloud storage, it will also contribute to paperless operations within your company. Of course, this stored data can be viewed from anywhere as long as you have an internet connection, so it also reduces the hassle of managing it.

As you can see, cloud storage has many benefits and a wide range of possible uses. If you can find the right service for your company, you will be able to share files within your company comfortably and efficiently.

 

Features of Cloud Storage Box

"Box" is a cloud storage service for businesses provided by Box Inc. (headquartered in the United States). It is highly secure and easy to use, and many companies in Japan are introducing it. Here we will introduce the main features of Box.

 

Strong security

One of the biggest reasons why Box is supported by companies around the world is its high level of security, which is essential for business use. Although cloud storage services are convenient, some companies are hesitant to introduce them due to concerns about security incidents such as information leaks.

On the other hand, Box has not experienced any major security incidents that have made the news, despite having many users around the world. The main reason for this is that it has a wealth of excellent security-related features.

For example, in Box, administrators can view the details of the operations that users performed on Box in the logs. This makes it possible to reduce the risk of information leakage. In addition, there is a function that prevents files that should not be shared from being shared even if the user has access rights, preventing information leakage due to incorrect operation or negligence.

Equipped with a wide range of file-sharing functions

Another advantage of Box is its high functionality. For example, you can set detailed access restrictions that are not possible with other services. Seven access permissions are available, ranging from "co-owner" who can do all operations on files, to "uploader" who can only upload.

These access permissions can be set for each file or folder, as well as for each user. By setting appropriate access permissions, it is possible to reduce the risk of information leakage. Even if you try to share a file with the wrong person, they will not be able to access it, so if the permissions are set appropriately, you can prevent information leakage.

With the rise of working styles such as teleworking and working from home, cloud services have become essential for preventing security incidents.

Summary

To improve efficiency and adapt to new lifestyles, companies need to use and manage files appropriately, especially how to share files. There are several types of file sharing, but one that has been attracting particular attention in recent years is "cloud storage."

Cloud storage is more cost-effective than traditional file-sharing methods such as file servers, especially when you take into account labor costs such as the hassle of management. It can also serve as the foundation for telework. With proper management and control, multiple people can access and edit files simultaneously, improving work efficiency, and you can expect high ROI and other benefits from adopting it.

Among these cloud storage services, one with many users around the world is "Box." Due to its high security, rich features, and ease of use, it is supported by many companies and organizations that want to safely streamline their work through file sharing. Please consider using it.