Digital files are being created at a breakneck pace in today’s technology-driven world and keeping up with them all can be challenging for any small business. How can you securely store files, find them easily when needed, and share them efficiently inside and outside your organization?
When our Cloud Services Team at Unity IT is assisting customers in the Fresno, CA area, versatile cloud storage is one of the most common needs that we hear about. Getting a handle on electronic data is vital if you want to keep your company running productively and securely.
90% of the world’s data has been generated in the last two years. (Forbes)
One of the best tools for small businesses that’s both affordable and robust is OneDrive for Business. It’s included with Office 365 Business Premium or can be purchased as a standalone cloud service.
What we like about this cloud-based storage is the versatility to do multiple things besides just store your files, and the fluid integration with the world’s most popular office suite, Office 365.
Before we get into the benefits that OneDrive offers small businesses, let’s do a brief overview of what the product is.
What is OneDrive for Business?
OneDrive for Business is Microsoft’s cloud-based file storage platform that is designed to make digital file storage and sharing easy and efficient. Some of the features include:
- Secure online file storage
- Ability to share files through al link
- Access from desktop, laptop, or mobile device
- Syncs file changes instantly on multiple devices
- Data-loss prevention against accidental deletion
- Encryption and security
What’s the Difference Between OneDrive for Business and OneDrive (Personal)?
Microsoft’s consumer version of OneDrive differs from the business version in a few important ways. OneDrive for Business offers additional organization and administrative capabilities and additional security compliance support.
The Benefits of Using OneDrive for Business
Small businesses get the combination of business-class features and secure storage capability with OneDrive for Business. One of the big reasons for its popularity is that it’s very affordable for small businesses. If you want to use OneDrive for Business without the Office 365 subscription, it’s between $5-$10 per user per month.
Here are some of the important ways this online storage platform can boost productivity and increase security.
Find Files Fast
Have you ever struggled with an online tool that had a bad search function? Typing in different variations of a term to find a file you know is there can be frustrating and time consuming. In a survey of 1,000 employees, 49% said they had difficulty finding documents.
The intelligence of the Microsoft Graph powers the OneDrive search function and allows it to render accurate search results for files, photos, and documents quickly.
Easy Collaboration & Sharing
OneDrive for Business eliminates the messy task of sending file revisions back and forth by email. It allows you to easily share files and collaborate on documents with people both in your company and outside of it, serving up the most updated version to all collaborators.
Files can be shared via a link that never gets old or outdated. You can also share within Microsoft programs, and across web, desktop, and mobile.
Access Files Anywhere
Did you forget to email yourself that presentation so you could work on it at home this weekend? With OneDrive you have all your files there whenever you need them, no need to save anything on a flash drive or email it to yourself.
OneDrive can be accessed from any device, desktop or mobile. You can also edit documents offline and they’ll sync the next time you connect.
Administration & Security
You have more control over your small business files when they’re in a platform like OneDrive for Business, rather that just sitting on everyone’s computer hard drives. Not only can you control who has access to which files or folders and who can share them, you an also easily revoke access if an employee leaves, ensuring security and that no important documents are lost.
Some of the administrative features include:
- Set and require a password when a file or folder is shared
- Prevent users from downloading files that are shared via “view-only” links
- Transfer ownership for deleted users to an admin or another user
- Set specific compliance and security features
- Protect against accidental file deletions by users
Makes Working Mobile Easier
Do you have users that are on a jobsite taking photos and videos? Are you traveling and need to make sure you don’t lose your expense receipts?
The mobile app for OneDrive for Business can be set to automatically upload your photos and videos to your OneDrive storage, so they won’t be lost and will be instantly sharable, even while you’re on the road. The app also includes the ability to easily scan work receipts, business cards, and other paper documents and store them securely online in moments.
Get Your Team Organized for Effective File Management
If you’re looking for some “best practices” when it comes to set up for effective file management and sharing, our experts at Unity IT can help. We’ll go over all the OneDrive for Business features with you and your team and help you with a setup customized for your needs.
Book a complimentary assessment today or call us at 559-297-1007 to get started.