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6 Mistakes You’re Making By Using Public Fileshares

6 Mistakes You’re Making By Using Public Fileshares

If you’re using services like Google Drive, DropBox, Box.net, or SkyDrive for business, here’s why you probably shouldn’t be.

1. Trusting The Public Cloud.

Your coworkers already use applications like Google Drive and Dropbox to share business documents because they are easy to use, but security can be questionable. You should limit users from taking corporate files to the Public Cloud before important information is compromised.

2. Ignoring Your Snowden or Manning While He’s Right Under Your Nose.

Identifying a thief after they’ve gotten away isn’t helpful. Stopping them in the act is. When a file sync and share can report suspicious activity as it happens by monitoring who’s accessing what and how many files, you stop the offender before confidential or damaging documents walk out the door.

3. Disregarding Proper Records Management.

Documents in the Public Cloud are not managed through your Records Management application, are not categorized, administered, or disposed of automatically, and are not conformant to DoD 5015.2. Only when you sync documents with databases that are RMA’d can you start proper records management.

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4. Running on Non-Standard Databases.

Oracle Database? SQL Server? Your organization’s technology and staff grow around a specific database. Therefore it’s critical to use, create, and maintain business applications like an enterprise file sync and share that run on that existing database.

5. Forgetting That Your Users Are Already The Users.

Every new application added to a user management platform should tie authentication to the central system, such as Active Directory. It’s unwise to implement a rogue program like a Public Cloud file sync and share that ignores the security and consistency of that process.

6. Losing Your Stuff.

As large numbers of documents are added to the cloud, the only way to easily find the one you’re looking for is through the document’s content. Only an enterprise file sync and share that accesses a universal full-text searchable repository (including OCR’d image content), and uses a familiar interface with which to search it, can do that.

Shannon Heim

Shannon Heim

Helping others is what Shannon loves most, making her a great fit for outreach at Records Management University. She is in charge of credits and certificates as well as the RMU email account. When Shannon isn’t talking with students, she edits the on-demand classes to make them as high quality as possible.