Buyers Guide

Table of Contents

• What is File Sharing Software?
• The benefits of File Sharing Software
• Typical features of File Sharing Software
• The cost of File Sharing Software
• Considerations when purchasing File Sharing Software
• Relevant File Sharing Software trends

What is File Sharing Software?

File Sharing Software is a tool designed to store and distribute digital files across an organizational network or over the internet. These tools help users stay in touch with other stakeholders by exchanging relevant data and files.

The benefits of File Sharing Software

• Reduced costs: File sharing software eliminates the need to use physical files/forms and hardware (such as flash drives) to retain and share information, thus reducing overhead expenses associated with maintaining the infrastructure required to store and distribute hard copies.
• Increased data integrity: File sharing software provides security for sensitive data, making data less prone to manipulation and corruption. Users can set permissions on the files they share; Recipients can download, view, share, or edit files only if allowed by the established permission settings.
• Collaboration: File sharing software enables fast collaboration as files can be shared with just a few clicks.
• Real-time visibility: Keeps users updated on file status through notifications whenever a file is uploaded, downloaded, or edited.

Typical features of File Sharing Software

• Collaboration: Users can work together on projects by communicating and sharing information about specific files within the system.
• Document management: Collect, store, and share all documents in a central platform.
• Access controls/permissions: Establish levels of authorization for specific files/folders.
• Encryption: Mask data using built-in algorithms to enhance protection.
• Real-time synchronization: Updates such as changes or edits to files/folders are visible to all users in real time.

The cost of File Sharing Software

Most products in the market are priced on a “per user, per month” basis and can be divided into three pricing tiers based on their starting price:

Price ranges*:

• $4 - $6
• $6 - $10
• $10+

*The pricing included in this list is for the entry-level/lowest-priced offerings found on vendor websites on June 21, 2019. These ranges correspond to the 25th, 75th, and 100th percentiles of pricing information gathered from vendor websites of sample products.

The above list summarizes pricing for the base plans of most products. An enterprise or premium product that is priced higher may include additional features such as advanced admin controls, domain insights, file locking, enterprise mobility management support, and file event tracking.

Considerations when purchasing File Sharing Software

• Security and confidentiality: With a growing number of online solutions, data security is becoming a large concern for businesses of all sizes. When evaluating file sharing software, be sure to carefully review each tool’s security offerings (including permission controls, encryption, administrative control over external users, data retrieval, and login auditing).
• Integration capabilities: While file sharing software serves as the de facto medium for distributing files among relevant internal and external stakeholders, it’s not the final destination where your files will be processed/utilized. To facilitate seamless data flow between your business’ systems (e.g., CRM or ERP software), ask software vendors about integration capabilities.

Relevant File Sharing Software trends

• File exchange is getting faster: With the increased use of mobile applications and web apps, users can exchange files faster than ever. Cloud-optimized routing technology uses virtual routers and network measuring agents that avoid high-traffic areas while uploading, downloading, and sharing files.
• Data containerization is keeping business data safe on personal devices: “Bring your own device” (BYOD) is becoming more and more common in the workplace, highlighting the importance of keeping work files separate from other data on employees’ personal devices. With data containerization, corporate data is encrypted in the form of virtual objects called containers, which protect the data from unauthorized access. This process can be completed using unique PINs, geo-fencing, and IP-fencing.