Archive for the ‘FileCloud’ Category

Content Services Platform vs ECM – Concepts, Overview and Capabilities

Gartner, the leading research and advisory firm, has replaced the term “Enterprise Content Management (ECM)” with “Content Services Platform (CSP)” in its popular research report “Reinventing ECM: Introducing Content Services Platforms and Applications” published in Dec, 2016. Gartner feels the term “Enterprise Content Management” no longer reflects organizational needs for content in business and encourages organizations to rethink their content strategy.

What are the reasons for this change – ECM to Content Services Platform?

Traditional ECM systems has not live up to its original promise of bringing all enterprise content into one repository. The utopian concept of single repo for all enterprise data has not happened and it is unlikely to happen in the future. Infact what has happened is an increase in number of data silos in enterprises because of the advent and use of new SaaS productivity apps. Traditional ECM systems from Alfresco, OpenText and Documentum has fulfilled to some extent the goals of compliance and control. But they have failed to provide the user experiences that end users want (any device and anywhere access) and they come short when it comes to solving new functionalities like enterprise file sharing and sync, group communication, team collaboration and others.

What is Content Services Platform?

Gartner analysts define Content Services Platform as a “a set of services and micro services, embodied either as an integrated product suite or as separate applications that share common APIs and repositories, to exploit diverse content types and to serve multiple constituencies and numerous use cases across an organization.”

If you want a simple definition Content Services Platform are nothing but “an API centric, cloud/device-agnostic next generation enterprise content management systems that support multiple repositories, endpoints, content types and business use cases to serve multiple stakeholders across an organization.

Products like FileCloud, M-Files, Box and Hyland Onbase fulfill the Gartner definition and can be called as Content Services Platforms.

Core Features of Content Services Platform

1. While traditional ECM systems support a single repository, Content Services Platforms support external content repositories in addition to its its primary repository. For instance please see FileCloud architecture given below,

In-addition to its primary repository (Managed Storage), FileCloud supports external repositories (Network shares, AWS S3 and Azure Blob storage). A traditional ECM architecture is shown below that supports a single, primary repository.

2. Content Service Platforms are API centric. All clients use the common APIs to access the content from the repositories. For instance, all FileCloud clients (Sync, Drive, Web, Outlook Add-in, Mobile apps) use the same REST APIs to access the content

3. Compared to traditional ECM architecture, Content Service Platforms offer intuitive user interfaces and excellent UX to appeal to business users. In-addition they provide flexible architecture. Not a monolithic one .

4. Content Service Platforms offer multiple endpoint access to the content managed by CSP. For instance, FileCloud offers multiple clients (Drive, Sync, Web, Mobile apps, Browser add-ons, Salesforce integration, Outlook add-on and so on) to access the content.

5. Content Service Platforms offer integrations with popular, common line of business applications like Salesforce, SAP and others.

6. An Ideal Content Service Platform is cloud agnostic and supports public, private and hybrid cloud storage. For example FileCloud can be deployed on-premise or on public cloud infrastructure and also available as SaaS.

7. Content Service Platforms support content governance to be compliant with regulatory and organizational mandates.

8. Content Service Platforms offer powerful data leak prevention capabilities to secure and manage enterprise content. It shall also offer granular folder, sub folder level access permissions for granular access control.

9. Content Service Platforms offer flexible metadata management and enables auto classification of content to organize and secure content.

10. Content Service Platforms provide an array of content management capabilities that include versioning, document preview, annotation and editing.

New FileCloud 19.2 Release – Smart DLP, Content Classification, Azure Blob Storage Support and More

Data privacy regulatory landscape is changing fast. More and more countries are enacting their own data privacy regulations similar to GDPR. Organizations are facing a new reality where they need to comply with an array of data security privacy regulations (GDPR, CCPA, UK’s Data Protection Act 2018, and NZ Privacy Act) in a short period of time. Keeping the evolving future in mind, We are bringing major new FileCloud functionalities like Smart DLP, Smart Classification and SIEM Integration to make your content compliance and governance easy.

Smart DLP

Our simple, flexible, rule-driven Smart DLP system securely prevents data leaks from end users and can save enterprises from huge compliance fines.

Smart DLP Rules

Smart Classification

Our Smart Classification engine automates your PII/PHI/PCI Discovery. Find personally identifiable information (PII), protected health information (PHI), payment card information (PCI) and other sensitive content quickly.

Content Classification Rules

SIEM Integration

FileCloud now integrates with enterprise Security Information and Event Management (SIEM) tools. This new capability allows system administrators to monitor FileCloud alerts and audit events (What, When, Who and How) in one central place for ease of security management and complete protection.

Azure Blob Storage Support

Our vision is to make FileCloud – the most powerful cloud-agnostic enterprise file services platform that allows organizations to access, share, sync, search and govern organization data. This new release brings Azure Blob storage support to FileCloud making Azure as a first class citizen in our platform. It is a significant milestone in reaching our vision. With this new integration, FileCloud allows organizations to access, share, sync, search and govern organization content stored in Azure.  This integration will greatly benefit organizations in Azure ecosystem and companies who rely on Microsoft products and services.

In addition to the major features, the release includes hundreds of product improvements and security fixes. You can find complete release notes here.

Customer-centricity is one of our core values and our product roadmaps are driven by your requests. As such, we ask that you keep your feedback coming. We’re very proud of this update, and we hope that it comes to serve you well.

What is a Record? What is Records Management?

Record is a document or content that an organization need to keep as an evidence for an important transaction, activity or a business decision for regulatory, compliance and governance purposes. Not all documents are Records. Only a subset of documents that an organization need to preserve as an evidence are called as Records.

What is Records Management?

The ISO 15489-1: 2016 standard defines records management as “the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records”

What is Records Retention Schedule?

A records retention schedule is a document that identifies and describes an organization’s records and the lengths of time that each type of record must be retained. To give and idea ,the following section shows the general record keeping requirements of Texas State for statutory purposes. Every organization can have thier own set of record keeping requirements and records retention schedule which are dictated by industry and government compliance requirements.

      Wage and hour laws (FLSA) – while some payroll records need be kept only two years, most must be kept for at least three years under the federal law (FLSA); to be safe, keep all payroll records for at least three years after the date of the last payroll check.
      Unemployment compensation – keep all records relating to employees’ wages and other compensation, as well as all unemployment tax records, for at least four years.
      Family and Medical Leave (FMLA) – keep all payroll, benefit, and leave-related documentation for at least three years after conclusion of the leave event.
      I-9 records – keep all I-9 records for at least three years following the date of hire, or for one year following the employee’s date of last work, whichever point is reached last.
      New Hire reporting – report all new hire information within 20 days of hire.
      Hiring documentation – under EEOC rules, all records relating to the hiring process must be kept for at least one year following the date the employee was hired for the position in question; if a claim or lawsuit is filed, the records must be kept while the action is pending.
      Disability-related records (ADA) – keep all ADA-related accommodation documentation for at least one year following the date the document was created or the personnel action was taken, whichever comes last.
      Benefit-related information (ERISA and HIPAA) – generally, keep ERISA- and HIPAA-related documents for at least six years following the creation of the documents.
      Age-discrimination documentation (ADEA) – keep payroll records for at least three years, and any other documents relating to personnel actions for at least one year, or during the pendency of a claim or lawsuit.
      OSHA records – keep OSHA-related records for at least five years.
      Hazardous materials records – keep these for at least thirty years following the date of an employee’s separation from employment, due to the long latency period for some types of illnesses caused by exposure to hazardous materials.
      State discrimination laws – keep all personnel records for at least one year following an employee’s last day of work.
      IRS payroll tax-related records – keep these records for at least four years following the period covered by the records.

In the financial industry, Registered broker-dealers are subject to a variety of record-keeping requirements enforced by the U.S. Securities and Exchange Commission and self-regulatory agencies such as the Financial Industry Regulatory Authority (FINRA). SEA Rules 17a-3 and 17a-4, specify minimum requirements with respect to the records that broker-dealers must make, how long those records and other documents relating to a broker-dealer’s business must be kept and in what format they may be kept. FileCloud’s Financial Services Compliance white paper shows the retention periods of various records that Registered broker-dealers need to preserve as per FINRA rules.

How FileCloud can help you in managing your enterprise records?

FileCloud offers powerful record management and governance features that allows organizations to create flexible retention and archival policies to meet any compliance requirements. The following screenshots show how one can create retention schedules for different types of records.

Retention Policies


Create Retention Policies

FileCloud Drive

You can use FileCloud Drive to store, access, and share files to collaborate with the people you work with or share data.FileCloud Drive allows you to access all the files in your FileCloud as you work with your files in local disk.

Generally, we are used to working with Windows File Explorer/Mac Finder, but changing to a Web-based UI reduces efficiency. You have to download files from FileCloud first and then modify and upload it back to FileCloud. This can be improved when you work with FileCloud Drive. You can edit files the same way as you generally edit files in Windows PC/Mac.

•You can access files in Drive as you do on a Windows PC in Windows Explorer or on your Mac.

•The same features that are available on the web interface are also available in Drive.

•Drive allows you to easily open the User Portal if you need to.

•Drive includes an assistant to make it easy to access Drive files from Microsoft applications. This is true in FileCloud Server version 18.2 and later.

Simple User Experience

FileCloud Drive makes all your remote files look and feel just like those saved on your hard drive hence it is very intuitive for end-users to learn and use.

Full-Featured – Edit/Save/Move

You can perform all file operations – open, edit, save, move, etc. – the same way you generally do on Windows PC or Mac.

File Locking – Easy Collaboration

FileCloud Drive will automatically lock a file (aka check-out file) in server for editing. When a file lock is in place, others will not be able to save the file, preventing any conflicting changes to the file.

FileCloud Drive: Sharing Files & Folders

Once you have logged in to FileCloud Drive you will have all to all your files and folders directly from your computer!

If you want to share a file or a folder, simply right-click on the file or folder to obtain our new options. From FileCloud Drive menu, select share FileCloud Drive Link to share a file or a folder.

Once you click on Share FileCloud Drive Link, a small pop-up will appear with a link. The link or URL created can be shared with anyone. When the person you have shared the link access it, they will be able to immediately see the file or folder you shared.

For more details on sharing options please review our support documentation on How to use FileCloud Drive?

FileCloud Drive: Edit Files

To open a file from FileCloud Drive, simply navigate from file location within your folders in FileCloud Drive; double-click on the file to open.

 Once the file is open, you will be able to edit the file accordingly. As soon as you are done editing your file, click on save and it will automatically save in FileCloud.

FileCloud Drive has an Office plugin called DocIQ. With DocIQ you can accomplish various tasks such as:

•Locking a file while you are editing it to prevent others to make changes

•Preventing other users from downloading the file

•Adding comments

•Sharing a file directly from Microsoft Office, Excel, PowerPoint and others

To learn more about editing files and using DocIQ please refer to How to Use DocIQ with Microsoft Applications?

Note: To open Office files such as Word, Excel, and PowerPoint you will need to have Microsoft Office installed on your computer. FileCloud does not include a Microsoft Office subscription.

FileCloud Drive: Best Practices

FileCloud Drive comes with some pre-configured settings, here are our recommended best practices to get the most out of FileCloud Drive:

“Run at Windows Startup” & “Open Explorer Windows on Startup”

Enabling these options allows FileCloud Drive to automatically log in when accessing your computer – your files and folders.

“Enable Lock Automatically” on the advanced setting so that other users will not be able to modify the file while you’re making some edits to avoid file conflicts.

•Choose the “Max Single File Limit” within advance settings. We recommend setting this to either 100MB or Unlimited to enable you to open and edit large files without encountering errors.

•When the internet connection is down, you can always save the file in another location and upload it to your FileCloud Drive once the connection is restored. 

Filecloud’s Android App Gets A New Update

Without the right tools, collaborating when you are working away from the office can be challenging at best. With FileCloud mobile apps, you can access and share all of your content with co-workers, business partners and customers without sacrificing security or usability.

MDM integration – Secure, manage, and monitor any corporate­ or employee ­owned mobile device

Today’s IT admins need to keep track of an ever-growing amount of mobile devices that inhabit their networks. Mobile device management (MDM) is software that allows IT administrators to control, secure and enforce policies on smartphones, tablets and other endpoints. MDM is a core component of enterprise mobility management (EMM) which also includes mobile application management, identity and access management and enterprise file sync and share.

The MDM capabilities in FileCloud gives you the fundamental visibility and IT controls needed to secure, manage, and monitor any corporate­ or employee ­owned mobile device or desktop that accesses business critical data.

List of configurations :

Document Scanning – Scan and save all the important documents in your life without hassle.

Scan paper documents, receipts, or whiteboards with the document scanner. Our new mobile scanning feature makes digitizing physical documents easy. This tool isn’t limited to turning paper into files, it can also document content directly from the whiteboard in your next meeting onto your phone.

To upload go to the folder you want to upload and scan the document, select  + and choose scan document > then snap away the document through your phone camera. Crop the document and align as per your requirement and voilà  your document is ready to be saved and shared with your team!

Office File Preview

Office Online Preview for FileCloud gives users an elegantly integrated viewing experience for all their Office documents and It is already our second most used feature in the app.

Open share links directly in-app. Requires server version 19.1+

FileCloud has made it easier to work with shared links on your phone. You can now get to files more quickly when someone shares a link with you. This feature allows user to go from the mobile website to the app. Use case is as follows : user receives a share link, opens it (in mobile browser) then an “Open in app” banner is available.

New PDF Viewer : Faster & customizable

Experience faster and more consistent preview of PD files. Sometimes in specific cases, Office and TXT files will be converted and opened as PDF, but that’s only in view-only shares. Our stats show that over 70% of files opened in our app are PDFs! It is already the most used feature in the app.

The new PDF viewer lets you view

– Annotations
– Forms
– Digital Signature
– Do a full-text search in your pdf

Tickle Your funny Bone

Recently we had a campaign where we asked our followers to send us their favorite and funny tech-related cartoon. And we got a lot of funny ones. Here are some of the top funny toons we got in the contest.

Feel old yet? 😛

Monitoring in literal sense! 😀

Where do you store your data? 😛

Suffered any recent update anyone?

The Wizard is on it!

How s weather at your end?

Cloud security? What is that? 😀

Tweets are the new currency 😀

Abort! Abort!

File it and Forget it !

Do not like our customer service? we got you covered!

Noobs! 😀

Private cloud it is!

Follow us on Twitter to make sure you don’t miss any of our future contests and know more about us!

PS : Also win Amazing Amazon Vouchers every time you win 🙂

Why FileCloud is the Best Solution for Sharing Files

We are Super!

Regardless of what line of business you’re into, the chances are that you have to share files with colleagues and clients from time to time. We all know the stress that comes with a large file transfer. If you are sending a large file via email, it can take forever to upload, and even when it does the file is prone to getting corrupt before it reaches your recipient.

FileCloud offers a cutting-edge solution for file sharing and collaboration. Our platform comes with lots of features that every organization (whether big or small) needs. Whether you are looking to share files, manage your team, or make your work more secure, look no further.

Here are some reasons why using FileCloud is an excellent choice.

Send Large Files and Enjoy Unlimited Storage

One feature that differentiates FileCloud from other file sharing platform is that we do not place any limits on the size of files that you can share. Therefore, you can focus on working and increasing your productivity without worrying about file size restrictions.

All you need to do to upload files on FileCloud is to drag and drop them. Email attachments are a thing of the past. With FileCloud, you can create a link to a file or folder and send it to anyone you want to share the file with via email or chat. Clicking the link would instantly give them access to the file even if they don’t have to sign up to FileCloud. What’s more, you can limit how much access recipients have to the shared files – whether they can only view it or also download it.

FileCloud does not just give you access to share files of any size, but we do not have any storage limits when you use our cloud storage platforms. This allows you to save and share all your vital documents without having to prioritize between them. No need to spend thousands on storage when you can it will cost you a fraction of that to save your files with FileCloud’s cloud platform. Alternatively, if you have an in-house server, FileCloud allows you to make the most of it.

Remote and Easy Access

FileCloud provides a hassle-free and flexible way for you to share and access files remotely. Our advanced file sharing protocol allows you to share and access shared files from people in any part of the world. You can choose to access files via the web, a mobile device, or even desktop sync. FileCloud works seamlessly regardless of the operating system you are using – Windows, Mac, Windows, or Android. This ensures you get access to all your important documents even when you are out of the office or away from your computer.

That’s not all, you can preview files right on your browser when you are using FileCloud because our platform supports different file types. This goes a long way to help you save time and avoid downloading the wrong files. FileCloud’s activity logs allow you to see who has accessed particular files. This ensures you can manage your team effectively and ensure no one is accessing files that they shouldn’t. FileCloud shares a notification every time a file is uploaded or downloaded on your cloud platform. Also, users can leave comments on files. This ensures that you do not miss any critical updates, and the work in your organization progresses smoothly.

Stay up to the Minute with Instant Synchronization

FileCloud gives you an updated version of shared files at all times. This ensures you are on the same page with your colleagues and clients. Whether it is desktop sync or on the cloud, with FileCloud, synchronization is super-fast even when you are dealing with large files. You can also choose which files to sync.

Iron-Clad Security

We all know about the security risks associated with sharing files on the cloud. FileCloud is dedicated to security. We have advanced management controls and security protocols like full end-to-end encryption, anti-virus scanning, and endpoint device protection. This gives you iron-clad protection.

With FileCloud, you can share confidential documents security without any chances that they’d fall into the wrong hands due to security lapses. You can even protect your shared links with a password to limit the people that have access to it. Also, you can set an expiration date for each link that you share.

Complete Control over Your Platform

FileCloud gives you full admin control over your cloud platform or in-house server network. You can put your company’s brand at the forefront, so it is what your clients and employees see when they try to access your platform.

The FileCloud user interface is pretty intuitive because we understand the importance of user experience (UX). There is no steep learning curve to get through before you understand how things function. You can show your workers and clients the ins and outs of FileCloud within a few minutes.

Additionally, the FileCloud admin dashboard gives you powerful tools to manage your users. You get to access analytics information like usage trends, the location of your users when they access the platform, and more. You can also monitor your workers, create custom workflows, and create audit reports without any stress.

Affordable Pricing

Although FileCloud provides some of the best features among all file sharing platforms, our prices are more affordable than our competitors’. This is because we understand that cost shouldn’t supersede providing unmatched service. We have a pricing structure to suit every type of business, both startups, and multinational firms. Once you sign up with FileCloud, all your clients get free accounts – no matter how many clients you have. In effect, you only have to pay for the accounts used by your employees. Amazing, isn’t it? You do not have to settle for substandard service due to cost because FileCloud has got you covered. We give you the best return on investment. When you pick FileCloud, you choose to work with the best, and your satisfaction is guaranteed.

Author : Rahul Sharma

POW!! WHAM!! CodeLathe (FileCloud) Superheroes in Dubai

By Navya Manoj

We are FileCloud!

For the creators of FileCloud, it was an exciting first week of January. During our company-wide meeting, Madhan, our chief superhero, announced that we were going to have a team meeting. Where? Let me give you a few hints…

Dubai!

… that’s right! We were meeting in Dubai!

Everyone was super excited as many of us had never even met each other since we work remotely. The point is we were all very excited to finally meet the people we were working with and to make sure they were all real.

The Kick-off

So, February comes and it was finally time for the meetup! We were all excited and nervous at the same time. The most important part was that we all made it to the venue on time. This was a huge deal since we were travelling from very different parts of the world. We were trying to cram as many team building events as possible into the limited amount of time we had.

The First Day

Can you say jet lag? We were all ushered into a meeting room where we had to take turns introducing each other. Hello, my name is Navya. I work in Marketing and I love to sing!

Next, Madhan explained how the company began and where we are heading. Our number one priority? Customers. Number two? Growth. When he was done, we were all aligned with the common goals that would help us move the company in the right direction.

And after a quick lunch, it was time for… Codelathe’s Got Talent! Oh yes! we have quite a lot of talented people in our team. We quickly found out we have a lot of singers, composers, guitarists, and also a very talented dog on our team!

She is a very good girl! <3 Tomasz you are very lucky

This is one of our engineer’s best friend. She showed us how to sniff out treats and was the clear winner in my opinion!

To end a busy day, in the evening we went to the iconic Burj Khalifa. Did you know it’s the tallest building in the world? It stands at 828 meters (2,716.5 feet).

Burj Khalifa

After a couple of hours in the queue waiting for the elevator, we finally reached the top to witness the beautiful view of the city at night.

The Second Day

CodeLathe superheros were back again in the meeting room – many with little sleep from previous night’s pub crawl. Maybe even some with no sleep. Since normally we do not get the chance to work together in-person, we took this opportunity to work within our functional teams. This was the best team building event so far. It gave us the confidence to trust each other to build the best product possible.

After working in the teams that we were used to, the next activity divided us into random teams. We were also given problems to solve that we weren’t used to solving. Can you build the tallest standing structure with only long thin wooden sticks, string, and tape? Someone who shall remain nameless ( ahem.. Jack ) got really competitive during this event but we got to know people we don’t usually work with, learned to give and take feedback, and brainstorm ideas respectfully. And with each new task, the teams got better at solving problems!

How can this day get any better? Time for Dune Bashing!

This is a legit pic taken by one of our team members! Isn’t it gorgeous?!

Although a few of our members (Anis, Omar, and Kathy, I am looking at you :D) did not really enjoy the dune bashing, it really was a beautiful spectacle and the sunset was something we won’t soon forget!

CodeLathers on the dunes! <3

Sadly, it was time for most of us to say goodbye by the end of the day. People had early morning flights and our meet up was coming to an end. But some of our team members wanted more … 😉

The Bonus Day Adventure!

The next day a few of our team members tried sky diving! We simply have to share these amazing pictures with you!

You go Ernesto!

Well it would be a crime to not put our gif master here! Jump Corentin! 😉

Hari, who was not really sure about diving untill he actually did it!

Oh, and it’s not just the guys! Our Codelathe women were not far behind! #girlpower

Our champion – Aruna!

The Girls after the dive! \ 🙂 /

All of this would not have been possible without our superwoman Kathy! She organized all of this in a short span of time. Kathy arranged everything for us from hotels to visas to our stay in the most amazing city. She made sure everyone could be present and had a good time! Because of Kathy, this meet up was a huge success! Thank you!

Kathy Tibon. The super-organizer who made this possible!

I know this is a rather long post, but we really had to share this with you all! CodeLathe is blessed to have such loyal customers and it is our wish that you enjoyed the journey as much as we did.

As our chief superhero says:

  • Be Customer Centric
  • Get Things Done
  • Be Authentic!

Benefits of Centralized Master Data Management

Centralized data management is the preferred choice of most organizations today. With this model, all the important files and even apps are stored on a central computer. Workers can access the data and resources on the central computer through a network connection, virtual desktop infrastructure (VDI) or desktop as a service (DaaS). Many organizations including banks, financial firms, hospitals, and even schools prefer central data management.

If your organization is not using a centralized data management model, you may want to consider it as it gives the company more control and makes things more ordered for workers. In this blog post, we’ll be looking at some of the key benefits of centralized data management.

Security

Security is a top priority for every organization, and it is one of the top benefits of central data storage. In the age of data breach, we cannot overlook the importance of proper security. You do not want sensitive files to fall into the wrong hands.

When data is spread across the different devices of your employees, it is difficult to implement proper security measures across all devices. Even if you lay down security guidelines, there are no guarantees that they’ll be followed. However, central data management ensures that you can take matters into your hands and provide thorough security for your files. You can determine who gets access to them and the level of access each person has. Centralized data management is the best way to provide foolproof security in every organization.

Easier Data Recovery

Sometimes, despite our best efforts, we are faced with the loss of data. It could be because your device is hit with a virus, a software becomes corrupt or even a hardware malfunction. Whatever the case, data recovery an option that you’ll most likely turn to. Of course, you need the right files to serve clients and ensure your organization is running smoothly.

Data recovery is much easier when you have a central data storage. Instead of your IT staff having to go through several devices to recover files and attempt to assemble them, they can focus on working on one device. This doesn’t only make the job of recovering data less complicated, but also more orderly. When you even think about it, the possibility of having to resort to data recovery is less when you opt for central data management. This is because you can implement the best security protocols and maintain the hardware of your central computer, so it never experiences any malware attacks as well as hardware or software failure.

Data Integrity

Another importance of central data management is data integrity. Data integrity refers to the consistency and accuracy of your data. When your files are spread across different devices used by your employees, there is a higher probability for conflicting versions of the same file. For example, if two people are working on different aspects of the same document at the same time. They will present two different versions ultimately, and someone will have to spend precious time compiling them. You also run the risk of having more redundant files on different devices.

Central data management eliminates all of this. When all your files are stored on a master computer, it is easier to spot redundancies as well as conflicting versions of the same document. Central data management ensures that your files are accurate and updated. This makes it easier to access specific information and makes your employees more efficient.

Smooth Collaboration

Collaboration is essential in every organization. It invariably happens that several people have to pitch in to get a job done. With central data management, collaboration is smoother. Instead of having to go around the office or send emails asking other people for particular files, your employees can just log in to the central database and access them. No need to wait because the person who has a specific file is out of the office. This does not only save time but speeds up collaboration.

Central data management also eases the decision-making process and makes it faster. This is because the decision makers can quickly access all the data they need to come to a conclusion. Having a centralized data management system also allows the people at the top tier of the organization to keep track of the activities of everyone and ensure that things are progressing as they should.

Cuts Costs

Although it may not seem obvious, central data management allows organizations to cut costs in different ways. First, your IT staff will have less to deal with if they have to focus on maintaining the central computer in your data center. This means less working hours for them. Also, your organization doesn’t have to cover the cost of purchasing devices for every employee. You can support the bring your own device (BYOD) trend in your workplace. Additionally, you will spend less on power supply and general maintenance costs.

How FileCloud Supports Central Data Management

If you are implementing central data storage in your workplace, FileCloud can help make your work smoother and more efficient. We provide a range of tools to support collaboration, security, data loss prevention and more. Let’s look at some of the things your organization will enjoy by signing up to FileCloud.

A. You can restrict access to certain files and determine who has access to them. You can also access an activity stream which shows who has access to particular files and what they did. FileCloud allows conversations around files so you can let your workers know what to do and they communicate with one another to specify where to pick up the work. What’s more, you can opt to receive smart notifications when a file is changed.

B. FileCloud allows you to manage the files in your central storage. This includes adding metadata tags to files. You can choose to search for files using the metadata or any text in the document.

C. FileCloud also allows you to prevent data loss by restoring deleted files and backing up data. You can also remotely wipe data and block access to compromised devices. FileCloud also provides automatic file versioning. Therefore, if different workers in your organization save new versions of a file at the same time, the app creates different versions automatically to prevent data loss.

This is just a tip of the iceberg of what you enjoy from signing up to FileCloud. We provide everything that your organization needs to make the most of your centralized data storage system, and our prices are very affordable! What more can you ask for?

Key Factors for Making Your VDI Project a Success in 2019

Virtual Desktop Infrastructure (VDI) is critical to making the working environment digital. By now, everyone knows the benefits of adopting VDI. Allied Market Research has predicted that the VDI market would grow by about 18 percent annually from 2017 to 2023. More and more companies – including small and medium-sized ones – are opting for VDI to cut cost and boost efficiency.

Thanks to advancements in technology, the transition to VDI is easier than ever, and not as expensive as it was a couple of years ago. Nonetheless, there are some key factors to consider making the process as smooth as possible.

5 Factors to Consider Ensuring Success of VDI Project

1. Have a Clearly Defined Goal: When companies look to adopt VDI, one of the first and most important things to do is define the goal of the project. This means setting a target in terms of how many users would have access to the platform as well as what these people would be using the network for. Defining your VDI goal is essential to scale your hardware and network requirements. This is where most companies fail. If you hear that a company’s transition to VDI was unable to live up to expectations, there is a pretty good chance that they underestimated their hardware and network requirements during the testing phase.

As far as VDI is concerned, it is best to overstretch rather than underestimate. So, if your IT team predicts how much bandwidth is needed to support the number of staff in your organization, use that as a yardstick, not a limit. You must ensure that your network can support higher bandwidth. Often, IT staff fail to consider everything that workers may do on a network. This can result in a slow network and ultimately affect your adoption of VDI. If you will be using a self-hosted network, this also applies to storage. Planning will help to prevent a lot of unwanted surprises and hidden operational costs coming to haunt you down the road.

2. Don’t Underestimate the Testing Phase: The journey to adopting VDI usually involves a testing phase. For most companies, only those at the top of the echelon partake in the test. I mean, it makes sense because these are the people who will ultimately decide whether the VDI transition is worth it. However, it is a big mistake which could later result in network and user experience issues. The fact is that not everyone in a company can participate in the testing phase – unless it is a very small company. At the same time, allowing only a few members of the organization partake in the testing can be dangerous. The key is to find the middle ground. Most experts suggest that a representative from each department in a company takes part in the VDI testing phase. This way, there is an understanding of how the transition would affect each department. Also, these representatives would be able to guide their colleagues through the onboarding process.

Another thing to keep in mind is not to rush the migration to VDI. Mass migration is always a bad idea. Instead, it should be done systematically. This could involve moving small batches of users to the platform and analyzing its performance before migrating more users.

3. Always Prioritize User Experience: The primary goal of adopting VDI is to enhance user experience and in the process boosting workplace productivity. Therefore, it is counterproductive if users are faced with a lot of problems while migrating to VDI. Users would naturally have high expectations for VDI, and you must work to meet these expectations. This means preventing lags on the network, ensuring a seamless transition from device-to-device and more.

For the most part, user experience doesn’t only involve your network capacity, but also how users are trained and educated about the VDI platform. For most people who aren’t tech savvy, VDI may seem like a complex, new idea. However, they must be educated that it is not very different from most client-server platforms – only much better.

One way to provide excellent user experience is to ensure the VDI platform can support the same applications that your users employ for their work. Also, they must be able to access the network with their devices. File collaboration platforms for VDI like FileCloud support most end-point devices. FileCloud also provides a range of tools to promote collaboration over its network. This goes a long way to improve user experience.

4. Don’t Hesitate to Get Help From VDI Experts: While most companies would love their in-house IT team to handle everything technology-related, this is not always the case. It pays to open the door for VDI experts to assist your in-house team through the process. This does not only limit the possibilities of errors during the deployment and transition to VDI, but it also eliminates the possibility of unnecessary delays. You cannot go wrong with consulting a VDI expert. Apart from helping with the technical aspects of VDI technology, the VDI expert could also help educate your users about the new network and also highlight potential issues that you may have to deal with down the road. FileCloud provides full support to clients during the VDI and file collaboration solution implementation phase. It is also a good idea to have members of your IT team undertake a training course in VDI. That way, they’d be in a better position to guide your company through the entire process of adopting VDI with or without the assistance of external VDI experts.

Conclusion

These are some of the main considerations to guarantee success when implementing VDI, but there are many other things to keep in mind including:

• Assessing the possible security implications of opting for VDI.

• Taking the time to test the network before migrating your users.

• Choosing the right tools to troubleshoot and maintain your VDI network.

• Evaluating how the transition to VDI will affect the process of managing employees in your workplace.

There is no question that VDI has the potential to redefine the working environment completely. However, taking the time to look into all the factors listed above can go a long way to guarantee a successful transition, cut out unforeseen costs, reduce the complexity of the process and prevent a lot of issues that may spring up.

It is 2019, and this is the best time to migrate to VDI if you haven’t done so already.

Author : Rahul Sharma