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7 Ways Technology Can Simplify Document Management

Data is an integral part of just about any form of enterprise or establishment. However, with growth and constant development as essential goals of every establishment, managing resultant volumes of business data can be time-consuming and challenging.

Having an automated solution that provides ways of sorting through the silos of information helps with better organization and robust efficiency.

Today, modern technology has made control over data and document management easier and more reliable.

In this article, we explore ways by which the application of technology could aid the simplification of your document management process:

Ways Technology Could Aid Document Management

Manual handling of documents can be daunting especially as an organization expands. Not only is it time-consuming, but it also reduces the efficiency by which organizations function. Luckily, constant evolution in technology has made it such that better data management systems are in place to deal with volumes of data gathered over time.

Here, we examine some of the benefits of technological advancements in the place of document management.

1. Efficient and Convenient Retrieval

The construction industry is often characterized by remoteness. It involves a great deal of fieldwork and variation in location. So, having unrestricted access to relevant data or documents increases work efficiency.

However, accessing or retrieving the right data from layers of physical documents can be very difficult because, ultimately, they have to be always within reach.

Having a document management system in place allows better management and easy retrieval of files within time. By organizing files in various convenient orders, you get access to even your oldest files.

Most documents management tools are designed to be compatible with mobile devices and computers – thus making remote access simpler. The majority of these systems are equipped with features that make them compatible with various operating systems and interfaces such that you can easily interact with the systems through various devices. It can also leverage how you provide an omnichannel experience to customers.

2. Doubled-up Security

Every organization out there understands the value of keeping all relative data safe and secured. In like manner, handling sensitive data and confidential information on both the company and clients involves extra efforts – as failing to keep them under the watchful eyes could result in various complications that could invariably be detrimental to the company.

Using a document management software ensures that your documents are safely stored and secured. These systems are built with various features that enable the encryption of the files present and placing limits on access control. As such, entry and access to the files are restricted to authorized parties. For example, with more people working remotely, work data is more vulnerable to cyber threats.

Some of these systems enable advanced layers of security such as the two-factor authentication (2FA) which requires multi-layer verification before access to files are given. Hence, the security of your documents is optimally handled.

3. Documents Transformation

There are many types of document management systems. For instance, the construction industry has a lot of metrics and evaluation involved. As such, making adjustments to calculations and other forms of information is not uncommon.

However, making corrections when a paper filing system is in use can be taxing and cost-ineffective. Using a physical copy for corrections means you have to make more copies or newer prints upon changes which you’d agree can be costly.

Employing the effectiveness of an automated document management system enables you to easily make corrections and changes without hassles. With these systems, you can generally transform your documents simultaneously with lesser efforts.

Some of the best document management system features to be enjoyed using the automated form are:

  • Proper and instantaneous backups of files and documents when adjustments are made to avoid losses. This is so because physical copies stand the risks of being damaged or lost. In some other cases, even computers get broken down or damaged, thereby resulting in losses. Hence with cloud support a feature of these systems, documents are backed up in time.
  • Tracking changes are effectively conducted. A standard document management system allows you to track changes made by others on the documents for audit and other administrative purposes.

 

4. Optimizing Storage Facilities

Files and papers can be burdensome as they multiply. They have a way of turning offices into maximum storage spaces. Sorting through them and putting them in order can be challenging over time – which in the long run affects the timely efficiency of operations within the organizations.

Allowing a digital tool such as a document management system takes its place gives you more flexibility over organization and effectiveness, stressing the importance of having digital asset management solutions. With document management software in use, you get to scan all documents and reorder them according to their importance.

These systems allow you to move files to archives and by creating a customized categorizing property, you get to associate each file with its peculiarity and properties. As such, documents that need to be retained as hard-copies are stored in less-intrusive places such as vaults while the digital copies remain within reach.

Also, the majority of these systems are integrated with optical character recognition (OCR) which enables the indexing of full-text documents for easy browsing. These are only some of the useful features you should watch out for when looking at a list of document management systems.

5. Improved Collaborative Efforts

The effectiveness of collaborative efforts is determined by a number of factors of which access to the relevant data and communication plays important roles. However, sorting through multiple files manually can be time-consuming and ultimately reduce remoteness.

In effect, studies have shown that one of the links to productivity challenges is due to the fact that 83% of workers recreate documents because they could not be found. Hence, using a document management system allows the organization of documents in a single but mobile position such that the relevant files are easily viewed and accessed in various locations.

By providing a communication interface that allows comments and file sharing, teams are able to communicate effectively – thus enhancing collaborative efforts. They also aid transparency in filing systems such that changes made are viewed by all with access to the system.

6. Version Control

In cases where various versions of the documents need to be created and controlled, it is vital to put an identification system in place for proper recognition. Using an automated documents filing system gives order to this section.

By creating an indexing form, various versions are easily traced and identified. For audit purposes, these systems are equipped with access control tools that allow the users to identify the tracking information such as the date created, the time, the user and other relevant information.

7. Cost-Effectiveness

Based on a study on paper filing systems, an average office was noted to spend about $20 on filing a single document. Though in bits, this system of document management looks inexpensive but in the long run, they have been found to be costly when accumulated.

Using a document management software helps avoid the misfiling of documents that could cost you. They help you with managing your businesses’ time and money by saving costs on ink, paper, and other physical materials by cutting down on printing and physical storage systems.

If you are looking for options, you can check out this list of 10 document management software reviews to compare solutions and help you figure out how you can find the tool that fits your needs.

Why Your Business Needs a Document Management System?

Though the traditional filing process has been an effective method for ages, constant technological evolution has made the organizational landscape a dynamic one. As such, gaining an edge in the competitive environment and keeping up with the demands of growth means that organizations have to adapt to digital systems.

Using an automated document management system allows the effective handling of documents at every organizational level especially for the construction industry known for the volumes of information used for functionality. This ultimately gives organizations a better system at handling documents for optimal functionality within and without.

5 Best Alternatives to Dropbox for Business in 2020

Dropbox was launched in 2008 and has remained a cloud storage leader for many years, but soaring prices, unprotected storage, and data breaches have caused users to look for the alternatives. With the diverse set of features, more players have captured the market share and are proving their mettle in the cloud storage space. In this article we will look at the best alternatives to Dropbox for business in 2020 with focus on feature set, pricing and overall usability.

FileCloud

FileCloud, by Codelathe is an on-premise as well as a cloud-based file sharing and sync solution offering a much secure environment for sharing and storage with unlimited client accounts allowing for a much greater ROI (return on investment) compared to Dropbox. The client base spans globally with over 3000+ enterprises.

FileCloud has been focusing on security, data leak prevention, content classification, data governance and retention for sometime with an intuitive and easy to use interface and advanced administration controls.

FileCloud Features:

  • Access files from anywhere for uninterrupted work on the go. You just need an internet connection to access data in real-time
  • Remote file sharing without VPN or FTP
  • A collaborative workspace ensures that multiple teams working on same project can collaborate seamlessly
  • FileCloud ServerLink provides geographically-distributed multi-site enterprise file sharing solution
  • Hybrid storage for fast, low-latency access via LAN and anywhere access from the cloud
  • Security and encryption for protection against data breaches
  • Regulations and Compliance for HIPAA, FINRA, EU-GDPR, FIPS-140 2
  • Unlimited file versioning
  • Free unlimited client accounts
  • A storage agnostic solution which can be deployed across any scale-out NAS or an object based storage system

FileCloud has two plans FileCloud server (self-hosted/on-premise) and FileCloud online.

Plans start at $5,000/ year for 100 users and go up-to $18,000 for the enterprise version. Dropbox’s comparable Dropbox business advanced plan costs $24,000/ year for 100 users.

Dropbox vs FileCloud

pCloud

pCloud is a cloud storage solution launched in 2013. pCloud claims to be designed for security and offers top cloud encryption with data locked crypto service unlocked only by a unique key. Unlike Dropbox, pCloud offers 10 GB of personal storage space for individual users. The business plan has majority of Dropbox similar features like granular control, workflows, activity monitoring and some features like custom branding which Dropbox doesn’t provide.

pCloud features

  • Easy search and filtering of data files and folders
  • TLS/SSL encryption to securely transfer the data in transit and at rest
  • Automatic sync of all the files and folders across desktop and mobile clients
  • Security practices to make data secure and protected
  • Client-side encryption to share files securely
  • 30 days of Trash history to ensure data can be retrieved in case
  • App available across Windows, macOS, Linux, iOS, and Android platforms

pCloud doesn’t disclose business plan pricing up-front, so users have to contact sales team for business plans, but their individual plans are highlighted below.

Premium 500 GB: In this plan, you will get 500 GB storage, 500 GB download link traffic and this plan will cost you $53.85/Yearly  offered at 20% discount) on an annual subscription and $ 196.82 for lifetime subscription offered at 65% discount currently.

Premium Plus 2 TB: In this plan, you will get 2 TB storage, 2 TB download link traffic, and this plan will cost you $107.82/Yearly offered at 20% discount on an annual subscription and $393.65 for lifetime subscription offered at 65% discount currently.

pCloud vs FileCloud

Google Drive

Google Drive is a cloud storage and synchronization solution developed by Google (Alphabet Inc.) and launched in 2012 to allow users to store and share files across devices. Google Drive’s enterprise plan comes with an intuitive UI and offers powerful integration with tools such as Adobe, Autodesk, Salesforce, and Slack, etc.

Apart from this, Google Drive for Business offers unlimited cloud storage, access from any device, offline file access, includes apps like Gmail, Google Keep, Google Sites and more. Google Drive Business also offers enterprise grade access controls, e-discovery for emails, chats and files.

Google Drive features

  • Supports all major file format including images, videos, and documents
  • Offline access to the files in case of no internet connectivity
  • Access to Google suite apps such as Google Docs, Google Sheets, and Google Slides
  • Automatic Sync to backup photos, contacts, messages in android devices
  • Cloud-native collaboration for teams to work on projects
  • Integration with Microsoft Office suite for a better working environment
  • Google suite essential to work a collaborative workspace
  • Zero-knowledge privacy setting which is already customized for maximum protection
  • Fully GDPR, and HIPAA compliant and stores data Google data centers located globally
  • Remote wiping facility in case of device loss and theft
  • App is available on Windows, macOS, Android, and iOS.

Google Drive Enterprise plan costs around $30,000 for 100 users/ year. This plan is essential in case you need specific comparable business features like in Dropbox, for instance, you get LDAP, data loss prevention, end-point management only in the enterprise plan.

Dropbox vs FileCloud

OneDrive

OneDrive by Microsoft started as file hosting and synchronization service in 2007 and since then have seen an upward growth. Microsoft OneDrive office 365 E3 plan (comparable to Dropbox business advanced) offers a lot, but mainly it has seamless native integration with Microsoft Office app. Comparing it with Dropbox, OneDrive offers a huge list of Integrations that can be incorporated into the cloud which further simplifies work and provides a more powerful workspace. You also get access to sharepoint and Microsoft Teams. Core features include anywhere access using OneDrive mobile apps (offline access as well), differential sync to sync only part files, secure file sharing, data encryption in transit/ at rest, share expiry dates, discovery tools and intelligent search functions.

OneDrive features

  • With offline access, you don’t need an active internet connection for accessing your data files
  • All data is protected with SSL encryption that protects data in transit and at rest
  • You can share your files or folders via a link, email, text, etc
  • Use a mobile phone to scan and store paper documents, receipts, business cards, etc and have 24/7 access
  • Comes integrated with Office apps and services
  • Access files from anywhere using OneDrive app
  • Access files on the cloud itself without the need of downloading them
  • Differential sync option for saving files
  • Automatic sync and backup of data for future use
  • Advanced collaboration on the project with co-authoring and editing capabilities
  • Multi-page scan of documents, receipts, and data with OneDrive app
  • Available on the platforms including Mac, Windows, Android, iOS, and Xbox One

OneDrive office 365 E3 plan costs approx. $24,000 for 100 users/ year. For advanced security and compliance features, enterprises may have to opt for E5 plan which will cost extra.

OneDrive enhances teamwork, collaboration and comes with central work hub with Microsoft Teams, task management with Microsoft planner etc. On the security front, OneDrive protects and backs up data and has data loss prevention features to save data from leakages. File auditing and analytics further provide insights into the data security measures.

onedrive alternative

Box

Box Inc is based out in California, founded in 2005 and offers cloud content management (CCM) and file sharing solution mainly designed for organizations and enterprises. Box business plus plan offers unlimited data storage, but for single file uploads, only 5 GB limit is provided.

Some useful features include encryption at rest, custom branding, content management, activity tracking and granular file permissions. Apart from this, the security infrastructure is layered with enterprise grade encryption, redundant data management, and private encryption keys are used to make storage more secure and unique user keys can only access the content.

Box features

  • Secure sharing of files and confidential documents with the option of private encryption keys.
  • Document watermarking to label content
  • Access data with Box even if you are offline
  • Admin rights to manage user activity, storage permissions, and cloud settings
  • Compliant with major security standards including GDPR, HIPAA, and FINRA
  • App available for all major devices
  • Integrations with Microsoft, IBM, Google Apps, Salesforce
  • Share files and folders securely via Encrypted link
  • Two-factor authentication and SSL/TLS protocol to ensure your data is safe
  • Available on Windows, Linux, macOS, and web browsers

Box business plus plan costs $30,000 for 100 users/ year. That’s a lot to pay without some advanced useful features like DLP, Data governance, e-discovery and much more.

Dropbox vs FileCloud

Conclusion:

Dropbox, with its limited storage capability, security woes and high pricing, is no longer a viable option for some of the enterprises with very specific use cases. If you are an enterprise user looking for the best Dropbox alternatives in 2020, your next cloud solution can be anyone of the above.

FileCloud has maximum features to offer at an affordable price and a lot of focus on security and data leak prevention. FileCloud is perhaps the best choice among the Dropbox alternatives with unlimited client accounts and many features only designed to help enterprises collaborate better.

pCloud also focuses on security, but misses some important features compared to other EFSS solutions on the list. Google Drive is a simple to use solution which is an easier choice if your enterprise teams already use Google Drive’s free plans. The interface is fast and Google apps like docs, sheets can make collaboration much easier.

OneDrive is a very powerful enterprise solution with seamless access to Microsoft apps and a great choice if you want your team to keep using all the Microsoft apps, although all other solutions in the list do have integrations with the popular Microsoft apps as well. OneDrive does misses out on important features in the E3 plan, but it is still a great choice for enterprises.

While Box is indeed a top EFSS solution choice with many productivity features, some important features are not available in the business plan and are only available in enterprise plans, which makes Box a costlier choice for enterprises. HIPPA compliance, e-discovery, Box governance, Box keysafe, and DLP are only available in Box enterprise plans.

The Best Way to Transfer Files From China

File Sharing China

China is an economic powerhouse in the modern world today. Many companies in the U.S., Europe, and other parts of the world have Chinese partners that they work with. If your organization falls into this bracket, one of the challenges you may be struggling to deal with is transferring files to China. Internet restrictions in China, commonly referred to as The Great Firewall of China, make it almost impossible to share files with people in China through traditional platforms.

File-sharing platforms like Google Drive is blocked in China. Other platforms like Dropbox, OneDrive, and Wetransfer works occasionally, but they are unreliable and tends to be very slow due to connectivity issues.

This is very frustrating and can affect productivity of employees and companies. You’ll be glad to know that there is a file-sharing solution that works smoothly in China and other parts of the world.

FileCloud Online is the best option for file sharing and syncing with your partners and clients in China. You do not need a virtual private network (VPN) to enjoy super-fast file sharing speed. FileCloud is used by many companies in China and across the globe.

Here are some of the features that you can benefit from when you choose FileCloud for file sharing to China.

1. Send Large Files Without Delay

Sending large files is always an issue even in countries without internet restrictions. In China, this is major problem due to the Great Firewall as well as latency issues. FileCloud allows you to share large files to China without any delays. Broken connectivity and slow transfer rates will no longer be an issue and can result to a smoother workflow and increased productivity. There are also no limitations to the size of the files that you can transfer via FileCloud.

2. Sync Files Across Platforms

FileCloud provides up-to-the-minute syncing of all your files regardless of which operating system (Windows, Mac, or Linux) your clients or colleagues are using to access the platform. With its rapid syncing capability, everyone in your organization can be on the same page and maximize contributions.

3. No VPN Required

Many organizations choose to use VPN when transferring files to and from China. Though VPN works, it is not always reliable. At times, your connection is lost while you are transferring files, thanks to the effectiveness of the Great Firewall. With FileCloud, you do not need a VPN. All you need is access to the FileCloud platform, and you’re good to go.

4. Security

FileCloud understands the importance of security. Therefore, you are provided with a range of tools to protect your data such as encryption of your data (both at rest and in-transit), file locking, two-factor authentication, anti-virus, anti-ransomware and so much more. You can share files privately with only pre-determined contacts and you can have the option to put passwords on some of these files to prevent unauthorized persons from accessing them. You can also restrict the number of times a file can be downloaded and set an expiry date for the files you share.

5. Productivity Tools

FileCloud has a user-friendly interface, so you do not have to struggle to figure out how things work. You can drag and drop to upload files, download multiple files as a zip, preview and edit documents (even DICOM Medical images) in your browser (using Microsoft Office or LibreOffice), search files or folders using keywords, and much more. FileCloud also supports Microsoft Office add-ons as well as Chrome extensions.

You can also benefit from unlimited file versioning when you use FileCloud. This ensures that no data is lost if two people happen to be working on one document at the same time. FileCloud supports activity stream and file comments, which makes it easier for your workers to collaborate.

6. Automation

FileCloud supports automation using the ‘If this, then that’ protocol. Therefore, you can automate some processes and save time. Automation is particularly important when you are working on time-sensitive projects with people in different time zones.

7. Powerful Admin Tools

There are some powerful admin tools on the FileCloud platform, which guarantees that you are always in control of your data. For example, you can remotely delete files from a client’s account or a mobile device if it is compromised. You can also block particular devices from the platform.

FileCloud has a deleted files retention policy, so you can always bring back deleted files if you happen to do so mistakenly. FileCloud also makes auditing easier. You can access audit reports as well as file analytics and reports. The FileCloud platform is compliant with the HIPAA and EU Data Residency rules.

8. Support for Extensions

FileCloud allows you to add third-party apps to the platform to boost productivity. It also provides API support as well as Amazon S3 and OpenStack support. This means you can customize your FileCloud platform according to the specific needs of your organization.

9. Full Customization

FileCloud allows you to customize the platform with your company logo, custom domain, and more. Essentially, you’d be making your FileCloud software an extension of your company. This helps boost your corporate image and professionalism.

All these are just a few reasons why FileCloud is the best option for sharing files with your clients and workers in China. There are many more features that you can benefit from when you choose FileCloud like unlimited file storage on the cloud, unlimited, free accounts for clients, easy mobile access, endpoint backup and so much more. You can also use FileCloud, whether you are hosting your server on-premise or on the cloud.

FileCloud supports multi-tenancy and multiple storage (on-premise and on the cloud). What’s more, you get to enjoy flexible pricing. FileCloud has different pricing options to suit big and small organizations. The platform provides volume discounts as well as special pricing for IT service providers and educational institutions. Visit getfilecloud.com today and check out what you can gain by choosing this platform. FileCloud provides 24/7 support online for case submissions as well as live chat.

CodeLathe Recognized as a Gartner Peer Insights Customers’ Choice for Content Collaboration Platforms for Second Consecutive Time

FileCloud, is excited to share that they were named an April 2019 Gartner Peer Insights Customers’ Choice for Content Collaboration Platforms (CCP). FileCloud has been recognized a second consecutive time for their single platform that enables collaboration and file sharing by their customers.

“We are excited to be named a 2019 Gartner Peer Insights Customers’ Choice for a second consecutive time because we think it is a testament to the world-class product we created specifically to meet the needs of our customers,” said Madhan Kanagavel, CEO of CodeLathe. “FileCloud is committed to offering an innovative solution that enables collaboration and automates every stage of the document lifecycle to ensure it meets regulatory requirements and is scalable for customers of all sizes.”

Gartner defines the Content Collaboration Platforms market as a range of products and services that enable content productivity and collaboration aimed at individuals and teams, inside or outside an organization. CodeLathe’s FileCloud has received more than 100 reviews from end users, garnering an average score of 4.7 on a scale of 1-5 as of April 18, 2019.

“Our Users Love The Accessibility, Our Business Loves The Control! Filecloud has been an awesome tool for us as we need to keep tight control of our data but have to make it accessible for our users. It has the same touch and feel of any cloud storage provider but sits on our infrastructure. Best of both worlds for our business and our users.” said IT Manager with a large ($1B+) services company. Read the full review at Gartner Peer Insights.

FileCloud has more than 1 million users across 90 countries and works with organizations such as NASA, U.S. Army ERDC, Swiss Federal Institute of Intellectual Property and the United Nations Environment Programme that have specific requirements on data ownership, manageability, security, monitoring and regulatory standards.

To read more reviews of CodeLathe FileCloud, visit their page on Gartner Peer Insights.

Some Common Business Problems That VDI Can Solve

You may have heard about virtual desktop infrastructure (VDI), and you’re wondering how it works and whether your company needs it. VDI has the potential to positively affect every part of your business – from coordinating the duties of your employees to improving customer relations. It comes as no surprise that many companies – both big and small – are opting for VDI.

According to a report by Allied Market Research, the value of the market for VDI will climb to about $10,154 million by 2023. Small and medium-sized companies are expected to drive this growth. If you are still on the fence about this technology, then this article was created for you. We’ll look at some common problems in the workplace that VDI can solve.

But before that, I must give you an overview of VDI technology. Typically, companies have different devices which employees use. These devices may be linked to the same network, and workers send information to one another via network sharing, email, and even the cloud.

With VDI, it is entirely different. Yes, your employees would continue using different devices, but with shared resources. Let me explain. At the heart of any VDI network is the data center which contains a powerful computer. Now, you install the VDI app on this computer, and it creates a virtual desktop which your employees can access on any device. But this is not just an image of a desktop. It also gives them access to the hard drive and processing capacity of the device in your data center. Essentially, everyone in your organization would be using the same computer. One of the key advantages of VDI is that your employees can access the network anywhere and anytime.

Common business problems that VDI can solve

1. Security: VDI is the ultimate security solution for any organization. We live in a world where we have to deal with a perpetual threat of getting hacked. With the bring your own device (BYOD) trend, the chances of this are even higher. Not to mention instances when companies hire outside contractors to handle specific tasks. There seems to always be a window that hackers can capitalize on to access your confidential files. However, with VDI, you never have to worry about that.

First off, when your workers are using your VDI platform, no document is stored on their devices. Also, their connection to the VDI network is encrypted at all times. So, even if your worker is browsing on an unsecured network, you have nothing to worry about. At FileCloud, we encrypt your data while at rest and in-transit. We also have an inbuilt ransomware scanner, and you can integrate FileCloud with your antivirus. Since VDI eliminates security threats, you can save money by encouraging the BYOD culture.

2. Flexibility: Flexibility in the workplace can refer to different things. However, in this scenario, we’re referring to the flexibility of allowing your employees to work from anywhere and use any device. As much as we would love to, we can’t control the weather. And it often happens that employees may be unable to reach work on some days due to bad weather or even a personal emergency. Under normal circumstances, this may affect your overall productivity. However, with VDI, your employees can log into their work station from anywhere and complete their tasks as though they were present at the office.

VDI also allows your workers to switch to any device and continue their work without any issues. This is particularly useful in fields like construction. Instead of having your engineers walking around with sheets of papers to access vital information and take notes, they can sign in to your VDI platform on mobile devices like a phone or tablet and use it instead. Not only does this save time, but it also improves efficiency.

3. Record Keeping: It can be a challenge to keep track of the activities of your employees and maintain corporate data. This job can be so complicated that you may have to hire one or two people to focus on it. Record keeping is vital in many fields like finance. State-owned companies are also required to have a record of their data. Instead of having to scramble around at the end of each month to gather files, opt for VDI. Since everyone’s data is saved on the same hard drive in a VDI network, it is much easier to dig up any file that you may need. FileCloud allows you to add metadata to each file, so searching for them is faster.

4. Collaboration: It is not easy to get people working together smoothly like the cogs in a machine. Not only is communication an issue, but workers also have to continually send files between one another. If you have tried sending large files over email or the cloud, you know it can sometimes be a pain to upload them.

VDI solves all these problems and promotes seamless collaboration. There is no limit to the size of the files you can upload on FileCloud. Our platform also allows your workers to leave comments on files and have conversations with their colleagues about the work at hand. That’s not all; we provide an activity stream so each user can see who has accessed a particular file and the changes made. There’s also the option to receive a notification when changes are made to a file. As a result of the features mentioned above and more, FileCloud guarantees smooth collaboration in your workplace.

Key Takeaway

Shifting to VDI can completely change how things work in your organization for the better. It will not only allow you to save time but also save money and boost your security. Whether you are a small or large company, there are so many ways that VDI can benefit you.

Don’t believe the myth that VDI is expensive. That is archaic wisdom. Today, it is possible to shift to VDI without spending a lot of money. For only $10 per month for each user, you can have a VDI network up and running with FileCloud – and you do not even have to set up a server or data center to host your files. If you choose to use your server, the rate is as low as $4.20 per user monthly. It doesn’t get any better than this!

Author : Rahul Sharma

Alternative to Nextcloud – Why FileCloud is better for Business File Sharing?

FileCloud competes with Nextcloud in the Enterprise File Sync and Share market. The comparison below between the two products is along the areas of the following:

  • Pricing
  • Hosting Options & Features
  • Mobile Features
  • Cloud Features
  • Customization
  • Security, Access Control & Existing File Systems Integration
  • Extensibility
  • Audit & Admin Tools
  • Deployment & Administration

The feature comparisons are as follows:

 FileCloudNextcloud Enterprise
Pricing
Business Model$/user license$/user license
Pricing for 100 users/year4199$9500 (€8900)
Hosting Options & Features
On Premise/Self-HostedYesYes
Multi-TenancyYesNo
Storage, Sync & Backup Features
Storage SyncYesYes
Large File Support, max file sizeYesYes
Supported Local StorageYesYes
Storage LimitationUnlimitedUnlimited
Endpoint Backup (Multiple folders)YesNo
ServerLink (Cross-Site Replication)YesNo
Mobile Features
Mobile OS CompatibilityiOS, Android, Windows PhoneiOS, Android
iOS, Android Media backupYesYes
Activity Streams, CommentsYesNo
Offline SyncYesNo
Desktop Clients
Desktop Sync – Cross Platform (Windows, Mac, Linux)YesYes
Desktop Drive – Cross Platform (Windows, Mac)NoNo
Microsoft Office Add-onNoNo
Cloud Features
File SharingYesYes
Secure AccessYesYes
Granular Sub Folder PermissionsYesNo
Team FoldersYesNo
Free Limited UsersYesNo
Document Web Edit (Collabora)YesYes
Document Web Edit (Office Online Server)YesNo
Customization
Customization, BrandingExtensive & White Label OptionLimited to Themes
Security, Access Control & Existing File Systems Integration
Integrate – Existing Home DirectoriesYesYes
NTFS SupportYesYes
Network Share SupportYesYes
Network Share VersioningYesNo
Active Directory SupportYesYes
Multiple Active DirectoryYesNo
Single Sign-OnYesYes
Built-in Ransomware ProtectionYesNo
SAML AuthenticationYesYes
Data At Rest EncryptionYesYes
Two Factor Authentication(2FA)YesYes
File LockingYesNo
Extensibility
API SupportYesYes
Zapier IntegrationYesNo
Chrome Browser ExtensionsYesNo
Sharepoint pluginNoYes
E-signatureUnder DevelopmentNo
Amazon S3/OpenStack SupportYesYes
Audit & Admin Tools
Access and Monitoring ControlYesNo
Mobile Device Management (Block devices, remote wipe, notification to devices)YesNo
Audit ReportsYesYes
Geo IP Access ReportsYesNo
File Analytics & Reporting (Summary of Client Applications per OS & Type, User Shares, Active Files Managed, File Type Distribution)YesNo
Role Based AdministrationYesYes

Click here for detailed comparison

Now let us look in detail, the area of differences between FileCloud & Nextcloud.

Feature Integration: Nextcloud depends on their app integration to provide a complete set of features. Due to the nature of integration, the access to simple features are not intuitive. On the other hand, FileCloud’s feature integration was seamless and mimicked a typical SaaS application. Moreover, the built-in tightly integrated features will help enterprises manage users and servers very easily.

Installation & Setup: Nextcloud’s setup was pretty straight forward. However, the application was bare out of the box. And, Nextcloud’s half-baked platform/app model didn’t help. FileCloud’s installation & setup was as easy as Nextcloud and will satisfy any enterprise that is in the market for an EFSS solution. The feature packed FileCloud solution was easy to get it up and running full-fledged.

Multi-Tenant: For Managed Service Providers and larger organizations, having a multi-tenant capable solution is a must. FileCloud provides multi-tenancy and Nextcloud does not.

Feature benefits of FileCloud over Nextcloud

Mobile Device Management: FileCloud offers MDM as part of the private cloud file sharing solution. The tighter integration of MDM to FileCloud makes it easy for enterprises to have a one complete solution. Some of the key FileCloud’s MDM features are as follows:

Unified Device Management Console – FileCloud’s unified device management console provides simplified access to managing mobile devices enabled to access enterprise data, irrespective of whether the device is enterprise owned, employee owned, mobile platform or device type. Manage and control of thousands of iOS and Android, devices in FileCloud’s secure, browser-based dashboard. FileCloud’s administrator console is intuitive and requires no training or dedicated staff. FileCloud’s MDM works on any vendor’s network — even if the managed devices are on the road, at a café, or used at home.

Remote Block/Wipe – Administrator can selectively block a specific client device from logging into the FileCloud server. In addition to blocking a client device from logging in, administrator can also wipe FileCloud folders in the remote device.

Device Commands and Messaging – Ability to send on-demand messages to any device connecting to FileCloud, provides administrators a powerful tool to interact with the enterprise workforce. Any information on security threats or access violations can be easily conveyed to the mobile users.

Endpoint Backup: FileCloud provides ability to backup user data from any computer running Windows, Mac or Linux to FileCloud. Users can schedule a backup and FileCloud automatically backs up the selected folders on the scheduled time.

Administrator Dashboard: FileCloud’s administrator dashboard provides a single page view of server health, user statistics, license information, disk usage, Geo-IP reporting and new user/file additions.

Customization & Branding: Nextcloud doesn’t provide white-label option and customization & branding is limited to themes. However, FileCloud provides the option to white-label FileCloud & Managed Service Providers can provide their own branded EFSS & Backup solution. Moreover, the customization is extensive and FileCloud Administrators can customize components such as TOS, Email Templates & custom CSS

File & Folder Locking: For seamless collaboration, the ability for users to lock files and folders are a must. FileCloud provides the ability to lock files & folders, in some cases automatically locks the file on edit. NextCloud doesn’t provide locking support.

Here’s a comprehensive comparison that shows why FileCloud stands out as the best EFSS solution.

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Is Enterprise File Sharing and Sync (EFSS) the Death of Enterprise Content Management (ECM)

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The management of information within the enterprise is changing, as businesses become more mobile, engaged and open. In a nutshell, EFSS refers to a service that enables users to store their files in the cloud or on premise storage and access them remotely via web browser or mobile devices. ECM on the other hand can be defined as systematic processes that enable businesses to store, search and deliver crucial content efficiently and effectively.

Today’s enterprise IT has to balance between an end user’s desires to have an ‘easy to use’ solution that works on all their devices with a broader strategy that enables them to effectively build and disseminate information. Does flexibility win over control, or does compliance requirements trump ease of use?

Along Came EFSS
When consumer cloud storage services emerged, users were immediately drawn to their simplicity, the intuitive user experience they provide, their remote accessibility and the ease of collaboration and sharing they provide. Workers all over the globe were quick converts mainly because they had grown tired of the bulky, difficult-to-use proprietary enterprise content management systems.

Consumerization enabled employees to define how, when and where they wish to interact with corporate content. Shortly after, companies began to see the value of moving their various apps to the cloud. It is this disruption that has prompted some vendors and analysts to wonder weather EFSS tools can replace traditional enterprise content management solutions.

The Demise of Conventional ECM

Its no secret that file sharing and sync services have emerged to challenge conventional ECM software. However, whether or not the rise of file sharing services in the enterprise spells doom for enterprise content management applications is still a subject of debate. While EFSS is largely focused on collaboration, user experience and speed, ECM is focused on control, security, and compliance. Content management platforms were build for a vast range of purposes, facilitating the control and capture of content throughout its life-cycle. They therefore tend to offer more robust features, including tighter security, work-flow controls and security.

Despite their robustness, today’s workforce has demonstrated time and time again that they want easy-to-use applications that provide them with remote, 24/7 access, regardless of their location. While some enterprise content management application vendors may maintain that file-sharing and sync applications are lacking in certain avant-garde functionality like permissions and security, work-flows and audit trail; EFSS has come along way.

Two Markets Converge

ECM vendors have begun noting the success of file sharing and synchronization. This has prompted them to start adding EFSS-type functionality to their content management platforms. But it may be a case of too little to late, EFSS tools have already gained wide acceptance in the enterprise. Some of the EFSS tools currently in the market have enough functionality to be classified as ECM apps; making them the ideal choice for both on-premise traditionalists as well as those who simply wish to leverage mobility and cloud to transform their business.

With added compliance capabilities and security, enterprise file sharing and synchronization not only provide access to data stored in their dedicated remote repositories, they also facilitate secure access to data stored in on-premises network drives. With EFSS, you would essentially be getting an ECM platform with more collaboration features at a fraction of the cost. File sharing and sync tools may not be a direct replacement for ECM entirely, but they will certainly eat into some of the use cases. In the long run, file sharing solutions with directly compete with established ECM solutions.

Click here to see the robust features FileCloud offers and click here to see how it stacks up against other file-sharing tools currently in the market.

Author: Gabriel Lando

Image Courtesy: twobee, freedigitalphotos.net

FileCloud Launches Industry’s First Enterprise File Share and Sync Solution with Built-In Ransomware Protection

Powerful protection features to protect files against ransomware are added to the IT industry’s most innovative file sharing and sync platform

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AUSTIN, TEXAS – September 28, 2016 – CodeLathe, the leading provider of Enterprise File Sharing and Sync platform, announced today the immediate availability of FileCloud 13. This new version offers powerful features to protect enterprise files from ever growing ransomware threats.

According to Datto, a data protection company from Connecticut, ransomware attacks now cost small and medium companies at least $75 billion in expenses and lost productivity each year. Federal Bureau of Investigation cautions – “The number of ransomware incidents—and the ensuing damage they cause—will grow even more in 2016 if individuals and organizations don’t prepare for these attacks in advance.”

“Ransomware is the No.1 cyber security threat faced by enterprises today,” said Madhan Kanagavel, CEO of CodeLathe. “Ransomware protection should be a key requirement for an enterprise file sharing product. Undoubtedly, FileCloud offers the most powerful ransomware protection features among EFSS products. More than ever your files need it”.

What is Ransomware? Why do EFSS solutions need built-in protection?

Ransomware is a type of malware that encrypts digital files and removes originals forcing the enterprise to pay ransom to unlock the data. The victims of ransomware range from schools, hospitals, police departments, SMEs to large enterprises.

Enterprise File Sharing and Sync (EFSS) solutions can exacerbate the ransomware problem. Since EFSS solutions provide endpoint agents that access, synchronize, backup data from and to central repository, the risk of infection increases a lot without adequate protection. Sync and backup applications will end up synchronizing encrypted file rendering backed up data unusable.

Public cloud EFSS providers such as Dropbox, Office 365, and Google Drive are a favorite target for ransomware and they provide an attack vector into end user computers by delivering malware payload via spoofed email messages. Recent security breaches in Dropbox (68 million accounts), Adobe (38 million accounts), LinkedIn (117 million accounts) and Yahoo (500 million) further exacerbates the ransomware threat.

How does FileCloud Protect Enterprise Data from Ransomware?

File Content Heuristic Engine – To protect data from ransomware attacks, FileCloud 13 has incorporated a file content heuristic engine to find, and protect files from attacks. Heuristic engines can detect unwanted types file based on its content signature. If the detected file type does not match its mime type, then a variety of actions can be setup to keep the ransomware from spreading. You can read more about FileCloud content heuristic engine and how it protects your files from ransomware our site.

Granular permissions to prevent writes to sensitive data – FileCloud 13 supports ACLs to allow custom permission for the file resources. Using granular permissions, organizations can build permission tree to protect sensitive data. Therefore, even if a folder is exposed via Drive or Sync clients, the client cannot modify the folder data preventing any infection risk.

Recovery from ransomware – Backing up and versioning of files can be effective mechanism to recover from a ransomware attack. In the event of a ransomware attack in a client computer, if the data had been versioned in FileCloud server, then the client computer data can be restored using older versions from the server. FileCloud offers unlimited versioning, endpoint backup and rollback scripts to help companies develop effective anti-ransomware strategies.

Customization is an effective deterrent – Email spoofing is one of the primary delivery method to send malware to end user computers. With Dropbox and other public SaaS products, hackers can easily spoof the email and users aren’t usually aware of what is behind a link because every email and link look the same. Filecloud offers an array of custom branding options for UI, business domain, and email templates to login page image.

FileCloud 13 availability

FileCloud 13 is available for immediate download from our customer portal. For complete list of new features please check our FileCloud 13 launch blog post.

Currently, FileCloud is used by Fortune 500 companies; Global 2000 firms; world’s leading law firms; city, state and federal institutions; world-class universities; and renowned science and research organizations. FileCloud is deployed in over 90 countries. FileCloud also has more than 100 VARs and Managed Service Providers across the world.

For more information or download FileCloud 13, please visit www.getfilecloud.com

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Replace FTP with a modern solution that users will love – FileCloud

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Quick intro to FTP- How FTP started

While working on publishing version 4 standards of the Transmission Control Protocol and Internet Protocol (TCP/IP) in the late 1970s and early 1980s, developers were able to run a series of experimental development work which later on led to the creation of modern TCP/IP.

Through this ground breaking innovation, the developers were able to further their work and divide methods of network use into two categories. The first category was the direct network use which allowed users to access remote hosts and use them as though they were local. One such application was Telnet.

The second method of network use was indirect use which allowed users to get resources from a remote host and use them on a local system then transfer them back to the remote host. One such application was FTP.

How Developers Have Tried To Improve FTP

Initially created to simply transfer or share files within a network, FTP developers found it necessary to improve their innovation. This is why the initial FTP standard, RFC 114 was improved from just a definition of basic commands and how devices could communicate using the protocol. A series of upgrades through to RFC 172,265 and 354, ultimately led to a more secure FTP that required users to use usernames and passwords before they could share or retrieve files.

Is FTP good enough?

As much as developers tried to secure the file sharing solution by adding a secure extension, FTPS, FTP users still come across a number of security and efficiency issues.

  • File transferring inefficient and unreliable

FTP usually has a 2 GB limit to the file size you can send or share, making it inefficient for businesses that usually deal with large file sizes. Worse still, in the event you send any file and it fails to deliver, FTP does not notify you of the failure unless you manually check for it. Additionally, you cannot run simultaneous transfers to multiple recipients, making this a time-inefficient file sharing solution.

  • Numerous data breach avenues

FTP users are faced with security issues ranging from brute force attacks, spoof attacks to network sniffing. To put in perceptive the gravity of these vulnerabilities, a report by Sucuri shows that as much as brute force attacks have been existent for more than 15 years, they hit an all-time high in September 2015 when they discovered 35 million attacks per day, a significant increase from 5 million per day in January 2015. Worse still, the cost of data breach is estimated to be $3.79 million USD, according to IBM and Ponemon Institute in their report, “2015 Cost of Data Breach Study: Global Analysis

  • Compliance with industry regulations is uncertain

In the wake of Snowden revelations on the spying activities of the United States government and the formulation of new server operation regulations, you sure want your company to comply with set industry regulations. Sadly, while your company would want to be compliant with different set of regulations, FTP vendors don’t offer consistent compliance with different regulations.

How FileCloud can replace FTP

FileCloud, an on-premises Enterprise File Sharing and Sync (EFSS) solution has proven to work better than FTP in a number of areas and ways as discussed below:

  • Gives your business complete control

From the start, FileCloud was ideal for businesses that valued security and data ownership. Data ownership is enhanced by the fact that the software empowers corporate IT departments and MSPs to create their own, secure file sharing and sync platform.

  • Tracking capabilities

FTP offers no traceability at all while FileCloud developers have ensured that any file activity or action, however small, can be traced. For example, in FileCloud 8.0, users can use the activity stream feature to review any action taken on files and folders saved on FileCloud. You can monitor actions such as document uploads, downloads, updates and sharing within your team, for example.

  • File editing efficiency

File editing has never been easier before. FileCloud, through the file comments feature, helps enhance team communication and collaboration.  For example, any comments added to a file sent for review will be displayed, showing who commented, what they said and when they did it. Additionally, the quick document feature allows you to quickly incorporate the comments and edit the document accordingly then save the new version, without downloading or uploading anything on the FileCloud server.

  • Better security

FileCloud offers better security than FTP, no wonder it is trusted by 2000 global enterprises across industries, in 90 countries.

The security features include:

  1. Anti-virus scanning- All documents must be scanned before uploading or importing data
  2. Files are encrypted both at rest and on transit
  3. Two-factor authentication
  4. Single sign-on

If you are looking for a secure FTP replacement, click here to learn more about FileCloud – a modern alternative to FTP. Try FileCloud today and begin enjoying features that FTP does not offer you.

FileCloud Announces a Google Chrome Extension for Gmail

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AUSTIN, Texas, August 9, 2016 — CodeLathe, the provider of FileCloud, the IT industry’s most innovative Enterprise File Sharing and Sync platform, announced today the immediate availability of a FileCloud extension for users of Google Chrome and Gmail. This new and amazingly easy-to-use extension enables users to share large files and save email attachments directly to FileCloud without leaving the Gmail window.

By using the FileCloud for Gmail extension, FileCloud users can now easily share and save files just by clicking the FileCloud icon on the Gmail window.

“This announcement is yet another example of delivering the most innovative enterprise file sync and share software anywhere in the industry,” said Madhan Kanagavel, CEO of CodeLathe. “Nearly everyone is logged into a web browser throughout the day. The ability to share and save files directly from Gmail on Chrome will ensure that organizations will remain collaborative and highly efficient.”

FileCloud is the leading, self-hosted file sharing, sync and mobile access for businesses. FileCloud is deployed on in-house servers or on cloud infrastructure providers like AWS, Azure or Google Cloud. FileCloud client apps are available for the leading desktop and mobile operating systems such as Windows, Mac, Linux, iOS, Android, Windows Phone 8, and now Chrome.

According to Litmus Email Analytics, Gmail holds the second largest market share (16%) in email clients and Chrome Browser is the undeniable market leader in browser market with 50.95% market share. Among the many reasons for Chrome’s popularity is that it has one of the largest libraries of extensions and add-ons that enhance the browser’s ability to do what you want it to do.
The FileCloud for Gmail extension is particularly useful for organizations who use Gmail for their organizational email. The extension is simple, but gets the job done in a few less clicks.

Here’s an outline of how simple it is to use FileCloud for Chrome:

1. Install the extension in your browser. Once the extension is installed, you’ll see a new FileCloud icon at the bottom of the message compose window. Click it to sign in and select files from your FileCloud. The extension then adds links to your email message and they’ll get shared with the recipient. One can also choose files instead of sending links.

2. You can also save Gmail attachments directly to FileCloud by clicking the FileCloud icon. The email attachments are automatically uploaded to your FileCloud target directory that you specified.

3. You can quickly find files by using FileCloud search tool and add them as an attachment to your email message.
FileCloud for Gmail extension can be downloaded at no charge by visiting Chrome Web Store.

FileCloud is currently used by more than a thousand businesses across 65 countries including world’s leading universities, research organizations, government entities, and enterprises. For more information or to download FileCloud, please visit www.getfilecloud.com.