Stress-Free File Management with SmartFile

With SmartFile, you’ll receive a stress-free file management system that enables businesses to control and secure file sharing in the cloud as well as on-premise.

Effective and stress-free file management is all about improving the function of your business’s workflows. It’s also super helpful when it comes to staying organized. As a business, you’re likely documenting a large amount of information every day that requires advanced organization, edits, or management. 

With SmartFile, you’ll receive a file management system that enables businesses to control and secure file sharing in the cloud as well as on-premise. You can count on us to take care of how your files are organized rather than just how they are stored. Whether you’re dealing with large files or need a state-of-the-art look into your activity, we’re proud to make your team’s everyday file-related tasks a breeze. 

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How to Become a Cloud-Smart Organization

When it comes to getting the most out of the cloud, organizations need to learn how they can be “cloud-smart.” That’s because, in today’s day and age, it’s no longer enough to simply be “in the cloud,” as you’ll need to come up with a holistic plan to fully optimize the cloud’s boundless value. This blog post will tell you everything you need to know about developing a cloud-smart strategy that accelerates business transformation.

When it comes to getting the most out of the cloud, organizations need to learn how they can be “cloud-smart.” That’s because, in today’s day and age, it’s no longer enough to simply be “in the cloud,” as you’ll need to come up with a holistic plan to fully optimize the cloud’s boundless value. It’s no secret that consumer expectations are steadily rising, and your employees need all the help they can get to deliver seamless customer care. Migrating your business processes to the cloud will create one source of truth for your entire business while keeping things easily accessible for both employees and customers.

To stay competitive in this era means businesses need to deliver faster service, respond to ever-changing customer demands, and keep employees connected (and you’ll need to do all of this while still controlling costs.) Luckily, the cloud helps make everyday business operations a breeze. This blog post will tell you everything you need to know about developing a cloud-smart strategy that accelerates business transformation. Keep reading to learn more.

Create a Data Security Strategy

Developing a comprehensive cloud security strategy is imperative when moving your business assets to the cloud. Even one minor misstep has the potential to cause a full-on data leak that can be extremely difficult to recover from. Businesses have a better chance of avoiding breaches by educating their staff on cybersecurity and working to intentionally protect their assets. 

A cloud-smart security strategy should be a living document that is updated based on an organization’s level of risk. You’ll want to ensure your security strategy considers increased connectivity beyond the firewall and that your specific cloud providers can align with your unique needs. All the various cloud-based platforms you use or are going to use need to have the right level of compliance for your industry. Keep in mind, each level of this strategy should contribute to the overall master plan. This plan should not only be transparently outlined to formally educate your employees, but it should also clearly state what actions should be taken in the event of a cyber attack.

Taking time to create the necessary framework is key to employing a successful security transformation. Holding training sessions to inform your staff on the latest cyber threats and prevention practices, as well as classifying what documents they’ll be working with (e.g., tax files), is crucial. To stay cloud-smart, safeguard your assets, and teach your employees to do the same, be sure to ask yourself:

  • What are my business’s particular risks? 
  • Are my business’s unique risks being covered?
  • Do my cloud provider’s security protocols align with my own?
  • What are the best cloud security tools and methods for my business?
  • Do I have an internal/external communication plan in case I fall victim to a cyber attack?

Ensure the Competence of Mission-Critical Applications 

A mission-critical task or program is one that must function continuously in order for a business’s strategic operations to be successful. As a cloud-smart business, you want to make sure your cloud programs are running seamlessly at all times. Even a brief malfunction can result in large-scale problems that can take a major toll on your business. As any business owner knows, downtime can be a huge expense. If employees or customers can’t access your most important applications, it can have a negative impact on overall satisfaction. Avoid losing customers to the competition by ensuring your mission-critical applications are available 24/7.

The best approach to transferring these critical applications is to move them to the cloud first and foremost. This way, you can ensure the various platforms can work together while your data is safely located in the cloud. It’s estimated that around 39% of a business’s cloud data is explicitly used for file sharing purposes. This means that any migration is likely to affect nearly half of your company’s files. With this in mind, successfully moving all these files to the cloud is a top priority. Below, we outline the best practices for converting your paper documents into computer files.

  • Scanning & Shredding: There are a plethora of ways to digitize your company’s paper files depending on the volume, security needs, timeline, and budget. Whatever method you choose, be sure to research compliance rules for your industry, and have whatever papers you no longer need professionally shredded. This may feel like an extra step, but the added security ensures your valuable information never ends up in the wrong hands.
  • Reducing Paper & Going Digital: Another best practice after full-scale digitalization is to consciously reduce the paper trail. In today’s digital world, there are alternatives to paper documents, bills, records, and presentations. Install software that can handle emails, bills, record-keeping, etc., and put that presentation in an email. You’ll reduce the number of files you’ll inevitably have to scan and simultaneously help improve your workspace and environment. 

Construct an Agile Foundation 

Agility in the professional world is all about adapting rapidly and cost-effectively in response to changes in a business environment. Business owners and their employees need to stay sharp by quickly altering their services to meet customer needs. When you adapt to the cloud, you’ll have a natural platform for optimizing existing IT systems, increasing operational efficiencies, as well as driving business agility and growth.

In many cases, improving a business isn’t about creating something completely new. Owners need to flex their creativity muscle a bit and learn how to simply repurpose existing assets in a way that benefits their business. Remaining flexible is an extremely valuable characteristic, especially in times of large-scale change or crisis. The truth is, at one point or another, your business operations will likely be met with some level of disruption. This is normal and nothing that can’t be managed with agility as the foundation of your cloud-smart strategy.

In recent years, the emergence of cloud-based, no-code, or low-code platforms has paved the way for more agility than ever before. These innovative platforms allow developers of all experience levels to construct scalable business applications by leveraging pre-built functions. Organizations that are looking to reach a state of digital agility can work with an experienced partner (like us) to automate workflows and integrate with existing software systems. Let’s take a look at how a comprehensive cloud computing strategy can drive agility:

  • Faster time-to-market: A physical server could take days or weeks to procure and provision, while a cloud server takes only minutes.
  • Automation: Automation significantly reduces the amount of time IT has to spend on managing and supporting infrastructures.
  • Pay-per-use: Cloud computing gives businesses the option to only pay for the number of resources they use and need.
  • Faster innovation: Cloud agility allows for an increased pace when it comes to reaching business goals.

Automate & Integrate 

To be a cloud-smart business, automation and integration should play a pivotal role in your day-to-day business operations. Automation is driven by rules. These rules need to clearly direct your information in the right direction. You’ll not only want to define these rules through triggers, but you’ll need to automate the actions and attach them to definitions to create necessary and complex workflows.

By driving the automation of cloud infrastructures, you can build resiliency within systems and even make better use of your employees’ talents. Not only are your key business processes on cloud-based applications, but you’ve taken full advantage of the automations and integrations afforded to you by the platforms to enhance overall efficiency. 

It’s important to position your cloud platforms to benefit from automation technologies. Your team doesn’t need to be burdened with an array of tasks that automation could quickly and effectively handle on its own. Enabling automation and integration not only reduces the downtime it takes your employees to complete repetitive tasks, but it also minimizes human error, thus saving you money. SmartFile automations give users the ability to create complex workflows that help manage the following:

  • Email notifications
  • Recycle bin (move files to trash folder when deleted)
  • Auto-copy files to other storage
  • Auto-archive files (move files based on date or action)
  • Auto-delete files (delete files based on date or inactivity)
  • Deactivate users (based on date or inactivity)

Get Cloud-Smart with SmartFile

Here at SmartFile, we look forward to helping businesses get the most out of their cloud usage. Set your company up for success in the digital workspace by relying on SmartFile’s tools and support. We look forward to transforming your business.

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Multi-Cloud Strategy Guide

From workloads and applications to optimizing feature sets, there’s much to consider when making the switch to a multi-cloud strategy. 2021 is predicted to be the year of the multi-cloud strategy, and by 2022 specialists expect nearly 90% of enterprises across the globe to rely heavily on a multi-cloud approach. 

In fact, most big-wig enterprises are already using multiple cloud providers to take advantage of this unrivaled approach. When you’re an organization utilizing cloud services across multiple geographies, it’s easy to understand why finding a single public cloud infrastructure provider can be challenging. 

This is where a multi-cloud strategy comes into play. The combination of benefits associated with this strategy is boundless but can be complicated to navigate without the right support. That’s why SmartFile is here to help manage your cloud costs and come up with the best strategy for you and your business. We’ll guide you through the process so you can stop relying on a single cloud provider and better achieve your business goals.

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4 Tips for Decreasing Your Phishing Click Rate

Are you worried about phishing or other social engineering attacks in your organization? You should consider some white hat phishing tests internally to gauge how your team would be impacted by a phishing attack. Measuring the phishing click rate, otherwise known as the response rate, is important to understanding how dangerous phishing is to your business.

Measuring your phishing click rate is just the first step. The next step is decreasing that rate. Ultimately, your goal is to get this number down to 0% —though unlikely, it always best to shoot for the moon and land among the data-secure stars. Various stats out there exist, but varying reports show users acting on phishing emails at a rate between 10 – 30%!

Considering it only takes one user to cost your company millions in lost data, lawsuits, and stolen intellectual property, it’s worthwhile to try to get this number as close to zero as possible. Here are four quick tips to decrease your organization’s phishing click rate.

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How Do I Keep My IT Funding?

So, you’ve recently gotten promoted from a sysadmin to an IT manager. Congratulations! As they say, with great power comes great responsibility—and also having to deal with budgets. If you’re new to the business side of IT, you may not be familiar with the way budgets work in your business. The good news is that you probably won’t be the one in charge of making the budget, but you will have to understand how your department fits into the grand scheme of finance in your company.

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How to Create an IT Employee Termination Checklist

Sometimes in life, we have to do hard things. One of those things is letting go or saying goodbye to an employee. If you’ve found yourself in this position, it’s understandable to be uncomfortable about the idea of firing someone. But, business is business and sometimes things just don’t work out. 

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Is Your Organization Prepared for Digital Workspaces?

While many of us have been adjusting to work from home life over the course of 2020, not all organizations were prepared to make the shift to life outside the office. Raise your hand if you are among those companies that struggled to make the shift (this is a shame-free space, after all). First, know you’re not alone. Many companies had issues adjusting their organizations for digital workspaces. In fact, many still are.

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6 Ways NonProfits Can Step Up Their Technology Game

Let’s face it, finding technology funding for non-profits is a drag. Almost more of a drag than slow bandwidth (but not quite). The good news is nonprofit technology resources are out there to help make your organization run effectively. Here are six ways your nonprofit can step up their technology game to compete in this crazy world.

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Remote Work in a Post-Pandemic World [Infographic]

Remote work is not a new concept. The benefits it provides to workers and employers alike are hard to ignore, and with the shifting workforce landscape in a post-pandemic world, now’s the time to get you facts straight.

Check out these recent statistics about remote work and how you can use them to bolster your policies and prepare for future workplace and employee needs.

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