Sign In to Your Account Email Address. Today, however, file sharing is a key function for many businesses and other use cases. Let's examine some statistics related to file sharing. 39% of business data that is uploaded to the cloud is used for file sharing purposes. The average company shares files with over 800 different online domains, which includes partners and vendors.
In the current world of technology, pictures, documents and files are no longer shared in the physical form. Most are transferred through online tools. While some files are harmless if leaked, others are confidential. Rather than sharing important files via email, it's best to choose a secure file sharing service to avoid risks and safely hold and transfer files. Read on to learn what file sharing is and what type of online file sharing services is right for you.
What is File Sharing?
File sharing is public or private sharing of data in a network with separate levels of accessibility. Depending on the accessibility permissions, file sharing allows a select number of people to read, view or edit the file based on the level of authority the file sharer has provided. File sharing services typically allocate a certain amount of file storage per user per account.
Types of File Sharing
There are a variety of different types of file sharing. Here are some of the most common ways of storing and distributing files online:
File transfer protocol programs (FTP):
The most common file transfer system on the internet to date is known as the File Transfer Protocol or FTP. FTP is used to access or edit files among a set number of users with a password. The users can then gain access to the files shared from an FTP server site. Many FTP sites offer public file sharing or allow users to view or download files using a public password.
Example: Cyberduck, Firefox
Peer-to-peer networks:
Peer-to-peer networking involves computer hardware and software to communicate without the need for a central server. This type of file sharing indicates the direction of digital files over a p2p network where the files are located on one's computer and shared with other members rather than on the main server.
Example: Instant Messaging services such as Skype are a type of p2p network
Removable storage media:
This involves anything that can be removable from a device or computer. The user can transfer or insert files from their device onto the removable storage media and then physically hand it to whomever they would like to share the files with. These can include an FTP server for security purposes, asking for a valid login and password from others to allow access.
Example: Memory sticks, optical discs, memory cards and removable hard disks
Online file sharing services:
Online file sharing services include web services that allow users to store or share data on the internet for personal or professional use. One member may upload photos, documents, PDFs, etc. to an online file sharing platform which allows others to download these files using the same platform.
Example: Dropbox, Resilio, Tresorit
Risks Involved in File Sharing
Now that you have seen the number of options with file sharing, you'll want to understand the risks. With hackers and malware across the web, it can be worrisome to share your important or confidential files within an internet service. It's important to understand the risks involved in file sharing and to stay cautious when downloading any file.
Risks include:
- Downloading a file that contains malware
- Downloading an illegal, copyrighted file
- Using a file sharing app that requests firewall services be shut off
- Accidentally placing sensitive files in public file hosting location
Benefits of File Sharing:
- Simplified administration
- Centralizes files for consistency
- Keeps files organized and maintained
While there are risks associated with file sharing, the benefits can outweigh the costs for an organized, easy-to-use file sharing system. Another way to stay secure with file sharing is with secure data rooms.
A data room is a space that holds data usually in a secured form. It's an advanced form of cloud storage or on-premise storage unit. This is the most secure file sharing system for businesses sharing classified documents. It can also provide a shared team workspace with a variety of ways to protect company data like digital watermarks.
Top Secure File Sharing Services
When it comes to file sharing services, there are a few essentials that users are looking for including reliability, safety and amount of storage. We break it down by the benefits and risks of file sharing and list the top 8 file sharing services, so you can determine which file sharing service is right for you.
Box
Box is a cloud sharing based service for businesses. Users can determine how they would like to share their content with others. This may be by invite to view and/or access to edit the files or users may upload their files to a shared folder and can then give others the rights to view said files. With advanced security controls, encryption key management and complete information governance, the program guarantees security.
Resilio
Formerly known as BitTorrent Sync, Resilio is a p2p or proprietary peer-to-peer file synchronization tool available for all major operating systems. It syncs files between devices on a local network or between remote devices over the internet. It offers high transfer speeds within the same network and many devices can be connected simultaneously. They offer no limit on the amount of data that can be synced, but there is a limitation to the available data storage on each device.
SSH (Secure Shell)
SSH, or Secure Socket Shell is a network protocol that supplies administrators with a secure way to access a remote computer. SSH provides a client-server architecture that connects an SSH client application with an SSH server. SSH was designed to send information such as passwords in plaintext in a secure and encrypted format.
SFTP (Secure File Transfer Protocol)
SFTP, or Secure File Transfer Protocol is a separate protocol that includes SSH and works in a similar way. The difference between an SFTP and an FTP (File Transfer Protocol) is, an SFTP is able to maintain a secure connection to transfer files. An SFTP can also traverse the file system on both the local and remote system. SFTP is preferred because of its advanced security features and its capability to draft onto an SSH connection.
Tresorit
Tresorit is an online cloud storage service that focuses on enhanced security and data encryption for businesses and individuals alike. Tresorit encrypts their files using client-side encryption before uploading them. 'Tresors' are the encrypted pieces of uploaded directories. They automatically sync within the cloud as files while files are added or removed from them much like Dropbox and Box.com's software service. Tresorit states that because of its end-to-end encryption, users can share protected files with others and work together on them while keeping the files synced and secure.
IPFS
IPFS or InterPlanetary File System, is a network designed to make a p2p method of storing and sharing hypermedia in a file sharing system. The IPFS protocol seeks to connect all devices with the same system of files. It can be most notably related to the World Wide Web but is also seen as a BitTorrent system that exchanges files in an encrypted manner. An IPFS is a storage model that is capable of exchanging data blocks throw p2p networks in an undamaged and unaltered format.
Dropbox
Dropbox is a popular file hosting service that includes cloud storage, file synchronization and personal and professional cloud software. Dropbox allows users to create a folder on that user's computer, which is then transferred to Dropbox's servers/other devices the user has Dropbox installed on for storage. Dropbox Basic offers 2 gigabytes of free storage space while Dropbox Plus offers 1 terabyte. Dropbox lets users send files to anyone, even without a Dropbox account.
Google Drive
Google Drive is a personal cloud storage service that lets users store giles and synchronize digital content across all devices. Google Drive offers its users popular services such as Google Docs, Google Slides and Google Sheets which all allow editing access to documents, spreadsheets, forms and more. In terms of security, before any data leaves a device, it's encrypted with the TLS standard. Which is the same standard used to encrypt connections to secure websites or the HTTPS protocol. Google Drive also enables two-factor authentication and users' data is encrypted once moved internally.
Microsoft OneDrive
OneDrive is a feature in some of the latest Windows systems and does not require anything else to install. It synchronizes client's data once the user authenticates their Microsoft account. This file sharing option is deeply integrated with the Microsoft Office suite products and saves files directly to the cloud. Users are alloted free storage space up to 5 GB, or 50 GB at $1.99 a month. OneDrive is the easiest option for Windows users and Office 365 users.
Amazon Drive
Amazon Drive is a world leading cloud provider, and offers a range of storage options. The cloud drive is simple and user-friendly. For all Amazon users, Amazon Drive offers 5 GB of free storage. After that, the first plan is $11.99 a year for 100 GB of storage and the second allows users 1 TB of files for $59.99 a year. A great perk for Amazon Prime users is unlimited photo storage. Users can create shared albums and organize by people or things. While it's handy for storing photos, it lacks in management options. Users may only create a customized folder through the PC client, and Amazon Prime lacks an SLA, lifecycle management, and backup options. This service is best for small files and photo storing.
As you can see, there are a variety of file sharing options you can choose from. While there are risks and benefits of file sharing, securing your files is the most important thought to keep in mind. While some are more secure than others, it's always a good idea regardless to install a VPN. A VPN encrypts your data so you can safely send emails, share files and receive files.
Sources:
Cloudwards | Lee Drozak | Egnyte | M-Files | Cloud Storage Advice | Resilio | Smart File | Best VPN | University of Pittsburgh | Tresorit | Medium | The SCO Group | FTP Today | Sky High Networks | Druva | Box | SSH.com | Digital Ocean | Tresorit | Hacker Noon | React CP | CloudBerry Lab | Intelligent HQ |
Remember fax machines?
If you're like me and you were born when Atari was still on the cutting edge of video gaming, you can easily remember the high-pitched bleeps and bloops that usually preceded a faxed deli menu or toner sales flier curling out on thermal paper.
There was a time when the fax machine was the most advanced method of file sharing available—a project manager in Boston could send a document to a client in Dallas, then receive it back with notes later that afternoon.
We've come a long way in business technology since the roaring 90s.
Fax machines are now all but obsolete, but file sharing is still an integral project management tool. In fact, most project management systems have some type of file sharing tool built right in.
But if you don't already have a file sharing tool, and you need one, you're in the right place. I've assembled five free, easy file sharing tools that you can use today to help your projects run smoother.
What does a file sharing tool do?
File sharing can mean anything from downloading videos via BitTorrent to uploading a batch of photos via FTP.
But for our purposes, we'll be looking at how project managers use file sharing to collaborate on documents, access files from any device, and communicate changes within their team. For those reasons, all of these tools need to have cloud storage and collaboration tools included.
We'll also look at some additional, unique features that these file sharing tools include, and we'll take video tours of several options.
Five easy-to-use free file sharing tools
Because we are looking for tools that are both free and easy to use, they are listed in order of their Ease of Use rating and number of reviews on Capterra's software directory.
It's important to note that most free versions put a limit on storage space (anywhere from 2 to 15 GB for the options here), so if you're looking for something to store a lot of files or use with a lot of people, be prepared to pay for extra space.
1. Wimi
Ease of Use: 5/5
Reviews: 70+
Free space: 10 GB
Wimi Drive overview
Wimi is a project management and online collaboration tool based out of Paris and San Francisco. Their Wimi Drive feature allows version management, access rights, online and offline editing, and cloud synchronization. You get 10 GB of free storage space for up to two users and eight projects.
Pros: Users find Wimi extremely easy and even fun to use, and 10 GB of free storage space is pretty generous.
Cons: Some users find the Wimi mobile app to be limited in its functionality.
Cost to upgrade: Paid plans start at $5/user/month and include 250 GB of storage, unlimited projects, and phone support.
Have you tried Wimi? Leave a review!
2. Dropbox
Mac master tool set. Ease of Use: 4.5/5
Reviews: 4,800+
Free space: 2 GB
Dropbox Docs in the Dropbox free edition
Founded by a pair of MIT students in 2007, San Francisco-based Dropbox was one of the first cloud storage services on the market, and it has evolved into an industry leader. Dropbox has diversified its business model to keep up with the competition, adding variations such as Dropbox Business for IT departments and Dropbox Professional for advanced individual users.
As a product with 10 years of development behind it, Dropbox has all of the latest collaboration, access, and synchronization features that you would expect from a leading file sharing tool.
Pros: The mobile app works great with the desktop version. Users say that the transition from using Dropbox online or on their mobile device is seamless.
Cons: The free account offers only 2 GB of storage space, which can run out quickly, resulting in annoying notifications reminding you to upgrade.
Cost to upgrade:Paid plans start at $9.99/month and give you up to 1 TB (1,000 GB) of storage space to stretch out in. Games to play on mac with ps4 controller. Team plans, which start at $15/user/month, come with 2 TB of space and administrative tools.
Have you tried DropBox? Leave a review!
3. Google Drive
Ease of Use: 4.5/5
Reviews: 470+
Free space: 15 GB
A new Google Drive ready to store up to 15 GB of files
Dropshare 4 9 – Secure File Sharing Tool Boxes Near Me
Part of the G Suite, Google Drive is a great online storage and file sharing option for people who use Gmail and other Google Cloud products such as Calendar, Sheets, and Docs. You get 15 GB of storage space for free, which might be more than enough for some individual users. By using Google Drive alongside other Google Cloud tools, collaboration and synchronization come naturally.
Pros: The 15 GB of free space might be more than you ever need. There's also a cool feature on the Drive mobile app that lets you take pictures of documents and instantly turn them into PDFs in Drive.
Cons: Some users find the file folder organization system to be a little outdated and clunky.
Cost to upgrade: Like Dropbox, upgrading to 1 TB of storage space costs $9.99/month.
Have you tried Google Drive? Leave a review!
4. OneDrive
Ease of Use: 4.5/5
Reviews: 220+
Free space: 5 GB
OneDrive basics
OneDrive is Microsoft's offering to the free cloud storage universe. The free plan gives you 5 GB of free storage space, so you'll have to be a little more conservative than you would be with Google's roomy 15 GB. Still, OneDrive is a sleek, easy-to-use file sharing system. Collaboration and online editing work through the Share feature in Office documents.
As a bonus, Office 365 subscribers get 1 TB of storage included with their subscription. Because OneDrive is woven so tightly into the Microsoft Office suite, it's probably not the best fit for Mac users (unless you're using Office for Mac already).
Pros: OneDrive allows users to download entire folders up to 4 GB in size at once as a ZIP file. You can also embed Office documents such as Word, Excel, and Powerpoint into web pages and give visitors access to interface with them.
Cons: Unlike Google Drive or Dropbox, OneDrive does not save previous versions of non-Microsoft Office files. So if you mess up a document and need to go back to an earlier version, you might be out of luck.
Cost to upgrade:Paid plans start at $1.99/month for 50 GB of space. So if you need more space than the free plans offer but less than a terabyte, OneDrive could be your solution. Business plans start at $60/user/year and come with 1 TB.
Dropshare 4 9 – Secure File Sharing Tool Boxes Box
Have you tried OneDrive? Leave a review!
5. Zoho Docs
Ease of Use: 4.5/5 Taskpaper – plain text to dos 3 7 5.
Live chat wow eu. Reviews: 20+
Free space: 5 GB per user
Dropshare 4 9 – Secure File Sharing Tool Boxes Download
Zoho Docs 4.0 intro
Zoho is an India-based suite of business management software products with more than 20 years of experience. Zoho Projects is one of the Top 20 Most Popular Project Management Software options based on our research. But what about their file sharing tool?
Zoho Docs is free for teams of up to 25 people, and each user gets 5 GB of free storage space. Its layout may remind some users of Google Drive, which isn't a bad thing. Collaboration tools are built right in through native chat, group sharing, tasks, and notifications.
Pros: Zoho Docs has a nice feature that allows you to email large files directly into your Zoho cloud storage as an attached file.
Cons: Users found the Zoho mobile apps to be a bit limited when compared to some of their bigger competitors, such as Google Drive and Dropbox.
Cost to upgrade:Paid plans start at $5/user/month and give you 100 GB/user, larger upload limits, advanced analytics, and more.
Have you tried Zoho Docs? Leave a review!
What is your favorite file sharing tool?
Do you use a great, free file sharing tool that didn't appear on this list? Let us know about it in the comments so we can check it out! Also, if you're looking for more free project management tools, check out these other articles:
Looking for Project Management software? Check out Capterra's list of the best Project Management software solutions.
