File sync and share services have become an essential business tool. These cloud-based storage services began as a simple way to access personal files from any computer, tablet or smartphone but have quickly evolved into very important tools to access, share and collaborate on business documents. For sharing sensitive documents, they also connect into secure virtual data rooms, giving organizations control and confidence that content shared cannot be forwarded and can easily be digitally shredded.
As an example, launched just ten years ago, Dropbox now reports having more than 500 million users in 200 countries who upload over 1.2 billion files every day.
Why have these cloud-based file sharing storage services become so popular? One of the reasons, no doubt, is due to the extent that today’s organizations collaborate with third party businesses such as partners, vendors, investors, board members, regulatory agencies and auditors. There is more connectivity in the modern workforce, meaning that the ability to collaborate is even more essential.
In today’s increasingly borderless enterprise, file sync and share platforms (FSS) have become a preferred method for synchronizing files across devices and for sharing and collaborating on files with colleagues across the organization. They’ve made many business processes more efficient and employees more productive.
However, because file sharing platforms lack the ability to maintain control of content after it's been shared, they become inadequate when sharing confidential or sensitive information with parties outside of the organization. Once documents are shared, the recipients have permanent access to those documents, and you’ve lost control. So, when it becomes necessary to share confidential information with third parties, such as during due diligence, a more robust platform, such as a virtual data room, is required.
Virtual data rooms secure documents at all times, even after they’ve been shared. They offer the ability to set up granular document permissioning, giving users different levels of access and allowing you to revoke access, even after documents have been downloaded.
5 Reasons Organizations Connect
Their File Sync and Share Platforms to a Data Room:
#1 SEAMLESS INTEGRATION
Blend the convenience of your file sync and share platform’s simplicity with a virtual data room’s enterprise-grade document security and document organization tools. Simply choose the folders that need to be synced to the data room for external sharing, and the powerful sync engine will start its work, assuring that the contents are always kept current with the source folders. The hierarchical structure within the data room mirrors the structure of the synced FSS folders.
It's common for different departments within an organization to use several document sharing tools to store content. This often creates extra work when you need to consolidate documents for due diligence activities, an audit or to share information with board members. You are left trying to find documents across document sharing platforms. Virtual data rooms solve this because you can sync content directly from multiple file sync and share tools - Dropbox, Box, SharePoint - into the VDR, making it easy to keep track of essential information.
Virtual data rooms also organize documents in a logical hierarchy with auto-numbering and provide powerful search features so documents are easy to find and review. And, if users have permission to print documents, they can “batch print” in the order of the data room index complete with a table of contents and section separators.
#3 SINGLE PANE OF GLASS FOR ALL OF YOUR SENSITIVE CONTENT
Organizations often connect secure virtual data rooms to their file sync and share tools, so they can give 3rd parties access to content in a simple and secure way. You can add several connectors to aggregate content from various organizations on a single “pane of glass,” so your outside users can access one web application to securely view documents from multiple platforms.
#4 DOCUMENT CONTROL
When files are shared via a virtual data room, you maintain complete control over those documents. You get to decide what the end user has permission to do - your document has an electronic leash on it. A virtual data room's security policies include the ability to add customizable watermarks to documents, prevent saving and printing, block screenshots and “remotely shred” documents even after they’ve been downloaded.
#5 REAL TIME USER ACTIVITY REPORTING
Virtual data rooms allow you to monitor user activity in the data room, including specific pages viewed, time spent reading and IP address tracking. This enables you to see the full user journey and gauge which content end users are most interested in.
In a world where the media reports security breaches on a daily basis, it has become increasingly critical to ensure that sensitive business documents are completely secure when shared with third parties. With ShareVault, you can share sensitive corporate information in Box, DropBox, SharePoint or Office 365 while still maintaining control over the documents.
With seamless integration, ShareVault's connectors enable users to aggregate content from different organizations, so their external users can log into one online repository and securely access content from multiple cloud-based platforms.
The ShareVault connectors require no additional software to be installed and enable users to automatically synchronize file structures from their existing FSS platforms to ShareVault, where they then enjoy all the security features that ShareVault provides, including the ability to prevent saving and printing, the application of customizable watermarks, blocking screenshots and the ability to “remotely shred” documents, even after they've been downloaded.