In today's fast paced business world, the ability to transfer and collaborate on files is a given. Even taken for granted. Files should be just a click away no matter where you are. And you're right, of course. But that can easily lead to some important misconceptions that can have major impact on your business.
1. As long as the files get where they need to go, that's all that matters. Ah grasshopper, you would be wrong. Because in order for files to get from point A to point B, there's much more to it. There are a lot of prying eyes these days, so it's important to know who is seeing your files. With collaboration platforms such as Box, you can set permissions for who can access files as well as who can edit files. You can even share with external clients and generate reports on your files.
2. Basic encryption is enough. It goes without saying that files shared via the cloud should be encrypted. But there are all levels of encryption. Sophisticated hackers can intercept important files and easily break a basic encryption. Data encryption is still the best safeguard in protecting your files and systems like Box use the latest and greatest encryption technology. We've set up a number of our clients on Box, so ask us any questions you have.
3. My team only uses company email. Two words: Hillary Clinton. Okay, no politics here. But if you believe that all work is only done on company email, guess again. According to a recent study, 40% of employees use personal email for work. That means a lot of work-related items are done outside of your company's control. And by control, we mean hackers, viruses, the competition. Not to mention the continued battle of Google scanning personal gmail accounts. And should a legal audit be required at some point of company emails and document trails, these personal emails would be omitted. That's why it's important you know who accesses your files and who has permission to see them.
4. But we have rules about file transfer and collaboration. All employees follow our rules. And we have a nice bridge in Brooklyn for sale. Lots of hipsters to go with it. Let's be honest. Without full control over your files and collaboration, there's no guarantee your employees are following all the rules all the time. We're all human and sometimes things slip. But with a system like Box, where you control all the rules, you can put your mind at ease and keep the human factor out of it.
5. It's too expensive to implement a managed system for file collaboration. After reading items 1-4, how can you not afford to implement a system? The dangers that arise and the innocent mistakes that can be made--well, what price can you really put on that? And you'd be surprised how affordable it can be. Platforms like Box are customizable, depending on your needs and the size of your company. Most platforms allow for a trial run, so give them a test drive and see which drivers seat makes your engine purr.