Microsoft OneDrive – safety above all. As part of the Office 365 package, Microsoft OneDrive protects your company's data and secures you against threats such as data theft and data loss.
With Microsoft OneDrive for The business solution you can easily manage, save, synchronize and share files online either via your computer or your mobile device, regardless of where you are - in the office, at a customer's place or at a meeting. Furthermore, it is also possible for different people to edit a document, as long as you have given them permission to do so.
Via Microsoft OneDrive for Business, you can easily manage which people should have access to which documents. You can share the documents with the whole organization by simply putting the file in the folder shared with everyone or you can specify who should be able to see and edit some documents and not others.
All files and documents in Microsoft OneDrive for Business are private to begin with, so it is up to you to share the files or folders that need to be accessible to others.
You can also simply attach the Microsoft OneDrive for Business file as a link if you use Outlook Web App and share your document that way. In this way, a lot of space is freed up in your and the recipient's mailboxes and that you as a group will edit in the same file. However, it should also be mentioned that if you share files via links, you automatically give the people permission to edit the attached file.
You are probably well familiar with the online storage service, Dropbox, just like over 500 million other users who enjoy the ability to easily access documents across platforms, share family photos and documents.
But are you aware of the risks you expose your company to when your employees use Dropbox or Dropbox Business?
1: Data theft
Most problems with Dropbox are due to a lack of overview. Business owners do not know where and when Dropbox has been installed. Company data can therefore be synchronized across personal devices without authorization. The use of the personal devices in public places, e.g. when the employees are on the subway, in a cafe, etc. increasing the chance of data being stolen or shared with the wrong people.
2: Data loss
When administrators cannot control or monitor synchronization activities, they risk losing critical data. If employees use Dropbox and share confidential documents, administrators cannot guarantee that files are shared correctly with the right people or manage the spread of data.
3: Damaged data
Data corruption is seen in 1 out of every 1500 files, but Dropbox does not provide much information about how they prevent data corruption. Reputable company file-sync services ensure that data is stored in different locations, thus eliminating the chance of data corruption.
4: Loss of accountability
Managers whose employees use Dropbox do not have access to detailed activity reports and alerts. With the result that administrators have no control or overview of how files have been edited, shared or deleted. With proper enterprise file sync services, managers can access a detailed report on who modified a file at a given time.
5: Loss of file access
Dropbox does not track which users and machines access a file and when they do so. This can be a problem if you are trying to determine which events led to a file being modified or deleted. It also happens that files and folders are not available in their respective locations or available to employees at a moment's notice.
You need to be careful with both regular Dropbox and Dropbox for Business. Not all employees will be able to access the most up-to-date versions of documents and files from any device or location.
Dropbox for Business is also not secure enough if you are subject to data retention legislation. If, for example, there is legislation that personal data must remain in the country, this solution is not sufficient, as most of their data centers are located in the USA.
Furthermore, a robust backup and restore function is also missing, which makes it possible to restore data, should your company be unlucky enough to lose a large part of your data.
If you have already incorporated Dropbox for Business in your company and moved data there, we recommend that you take a daily backup with e.g. Cloudfinder – backup of your cloud solution.
Are you interested in learning more about Microsoft OneDrive and why it is the best solution for your business? Book a non-binding interview here.
