5 Ways to Stay in Control of Content Sharing
John Mancini

By: John Mancini on February 14th, 2017

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5 Ways to Stay in Control of Content Sharing

Cloud  |  Collaboration  |  File Shares

[This is a guest post by Travis Roe from Hyland's Cloud team.]

You know your employees are sharing information with others inside and outside the walls of your organization. But how much of that sharing do you actually control? Are you aware of how often employees are sharing confidential and business-critical information? Do you know who is sharing it?

 

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More importantly, do you know who they’re sharing it with?

If you struggle with visibility, you are not alone; but it is possible to retain complete control of the information flowing in and out of your organization. How?

It all comes down to identifying and understanding the tools your company is using today and then standardizing on a single tool that is both easy to use, and easy to secure and adapt to your specific business needs and processes.

Here are five features to look for in an enterprise cloud-based file-sharing tool:

1. Role-based security

The right secure file sharing solution allows you to set role-based security settings and empowers your IT department with control over who can share content, what content they can share and who they can share it with. Look for a system that leverages corporate-only email addresses and automatically tracks exactly which of your users are accessing specific content and when.

2. Revocation of access when employees leave.

A system based entirely on sharing via corporate-only email addresses ensures that if employees lose access to their email account, they immediately lose access to business-critical documents within the system. With public file-sharing tools that don’t provide this control, this level of security is a challenge.

3. Simple transfer of ownership.

As employees change roles or move to different departments, it should be simple for a system administrator to immediately change their viewing and sharing privileges.

4. Interaction with other content management software.

As you manage the content that employees are sharing across and outside your organization, ensuring a seamless flow is key. Seeking a connection between your secure file sharing tool and content management system will help reduce bottlenecks caused by the manual copying and pasting of files and ensure correct versioning across systems.

Look for a file-sharing vendor with experience in content management – even a dedicated content management product that directly interacts with its sharing tool. Specific solutions can even automate document sharing as a key step in a broader business process.

5. A vendor that provides private hosting in a purpose-built cloud.

When it comes to safe sharing in the cloud, security is crucial. To ensure security of your information, make sure that a vendor can host your solution in a cloud where your data is not commingled with another company’s and is protected with an encryption key unique to your organization. Also, ask where your data would be stored and backed up.

If you’re one of the 65 percent of organizations (according to AIIM) that still don’t have some level of sanctioned-cloud based sharing standards in place, 2017 is the year to re-examine your content-sharing strategy. Maintaining ownership over your information might seem like an insurmountable feat, but you can control it, you can secure it and you can empower your employees to safely share.

You might also be interested in this AIIM White Paper -- What's Happening with File Sync and Share or the companion Infographic 5 Steps to Content Collaboration Nirvana.

 

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About John Mancini

John Mancini is the President of Content Results, LLC and the Past President of AIIM. He is a well-known author, speaker, and advisor on information management, digital transformation and intelligent automation. John is a frequent keynote speaker and author of more than 30 eBooks on a variety of topics. He can be found on Twitter, LinkedIn and Facebook as jmancini77. Recent keynote topics include: The Stairway to Digital Transformation Navigating Disruptive Waters — 4 Things You Need to Know to Build Your Digital Transformation Strategy Getting Ahead of the Digital Transformation Curve Viewing Information Management Through a New Lens Digital Disruption: 6 Strategies to Avoid Being “Blockbustered” Specialties: Keynote speaker and writer on AI, RPA, intelligent Information Management, Intelligent Automation and Digital Transformation. Consensus-building with Boards to create strategic focus, action, and accountability. Extensive public speaking and public relations work Conversant and experienced in major technology issues and trends. Expert on inbound and content marketing, particularly in an association environment and on the Hubspot platform. John is a Phi Beta Kappa graduate of the College of William and Mary, and holds an M.A. in Public Policy from the Woodrow Wilson School at Princeton University.