What is Enterprise File Sync and Sharing (EFSS), and what's it benefits?
- Therese Park
- Nov 11, 2021
- 3 min read
Teamwork makes the dream work. Heard of this phrase before? But it’s true isn’t it? Working in teams and collaborating in teams is what makes a business succeed. Because no man is an island! And in order to work seamlessly with your team online while working remotely (or in the office for that matter), your business needs enterprise file sync and sharing platforms.
So what is enterprise file sync and sharing (EFSS)?
Enterprise file sync and sharing (EFSS) is a software service that allows users to securely share and sync files, documents, photos, and videos with employees, partners, or customers across multiple devices. EFSS services allow organizations to use on-premises or cloud storage depending on their security or compliance needs. Many organizations adopt EFSS technologies to prevent employees from using consumer-based file sharing apps, which IT can’t manage or control.
EFSS services sometimes include workflow features that allow users to edit files, make comments, and track document versions. Security capabilities include authentication, data encryption, and containerization. Some services even allow IT to set granular access policies to control who’s allowed to access what.
What are the benefits of enterprise file sync and sharing?
Secure file sharing
When companies don’t provide a file sync and sharing service, what often happens is employees use their own personal tools they’re familiar with. IT has no control over how data is being stored or shared, and may not be aware of compromised data until it’s too late. This can be even more risky when employees use their own tools to share files with third parties.
An EFSS service combines the convenience and simplicity of a personal file-sharing service with enterprise-oriented features to increase productivity for users — as well as increase security, flexibility and control for IT. Some services include advanced security controls businesses and compliance regulations, including:
On-premises or cloud storage options
Granular access control, secure authentication protocols, and authorization policies
Remote wipe, device lock, passcode protection, white/black listings and data expiration policies
Real-time tracking and auditing of user activity
Integration with enterprise directory services to simplify authentication and user provisioning
Upload and download restrictions, file expiration dates, and restricted access based on network location
Anywhere access
People are no longer limited to a single corporate-owned device or office location to get work done. Today’s increasingly mobile workforce expects to be able to access what they need, from any device or location, with a consumer-like experience.
EFSS services enable mobile work styles by allowing users to sync files across all their devices and easily access what they need from anywhere.
Data loss prevention and disaster recovery
When data is centrally stored and managed with an EFSS service, your data is better protected from data leakage, whether from a cybersecurity attack, a lost or stolen device, or employee error. EFSS services make it easy to keep data backed up and secure.
Document workflows and collaboration
More EFSS services are evolving to include workflow and content collaboration capabilities, including:
Document management to ensure the safe exchange of internal and external-facing documents, including contracts, proposals, training tools, onboarding paperwork, performance reviews, marketing collateral, sales presentations, and product information
Legally binding e-signatures
Automated notifications to remind users to review and/or approve requests
Workflow automation with built-in co-authoring and feedback and approval processes
Version control so employees can track document changes across multiple data sources and devices
Co-editing and collaboration in real-time
More EFSS solution allows users to co-edit on Microsoft documents in real-time from the Office Desktop apps. Co-editing is available for desktop and mobile, as well as online via your browser, allowing workers to harness the full features of Microsoft Word, Excel, and PowerPoint where and when they need it, and allow for a more streamlined collaboration. You no longer need to wait for someone to finish their edits because all users’ edits automatically save in the platform itself.
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