What are the main concerns associated with file shares?
File shares are 1980s tech meets 2024 challenges. Users have become accustomed to using these outdated methods of content management without understanding that the data and information landscape is rapidly evolving.
Some of the biggest challenges with file shares are:
– Unmitigated growth of content creation: We are experiencing an exponential increase in the volume of content generated across various platforms, channels and mediums. – Security concerns: There are countless ways for file shares to be hacked. We must enhance security to help organizations stay ahead of potential file share attacks. – Inflexible access control: Users frequently need to update who has control and access to files, which hinders productivity and exposes that information. – Difficult to find information: Organizations commonly have massive datasets that employees have to sift through to find what they are looking for, which can be challenging and time-consuming.
If there are so many concerns around file shares, why are they still necessary?
Global spend on Network Attached Storage remains strong and is predicted to double in the next five years (from $26 billion in 2022 to $51 billion in 2028). Users are still heavily reliant on file shares and organizations do not want the pressure of having to train employees on new tools and new data governance rules and policies. All too often, it is common for users to revert back to the old ways of maintaining content and data. This is why it is so important to approach change management with patience, flexibility, engagement and consistency.
How has the role of modern IT leaders evolved over the past several years?
Perhaps the most significant change for IT leaders is that their job now requires a mandate to foster a productive, collaborative workforce. Staff should not be spending one to two hours per day searching for the information they need. IT leaders need to put the tools in place to reduce the amount of time spent on sifting through data and information.
Other tasks for modern IT leaders include:
Protecting against cyber attacks: the average cost of a sophisticated cyber attack is $4.5 million and that’s only growing. Enabling use of modern tools & technology: the average users uses 11+ applications today to find or store information Prepare data for enterprise AI: 15-50 per cent of companies are prioritizing the use of AI in the next 12 months. IT leaders must prepare an organization’s data for the adoption of AI.
Why should I migrate from a File Share to an Enterprise Content Management (ECM) system like SharePoint?
Migrating from a File Share to a ECM like SharePoint offers several advantages, including built in governance, built in data privacy, search and retrieval, version controls, workflow automation, and more. These advanced security and collaboration features enhance team collaboration and improve productivity. ECM systems are also mobile-friendly and support remote access, allowing users the ability to access, edit and collaborate on documents from anywhere, at any time, using various devices, which is important in today’s hybrid work environment. The analytics and reporting features also help to provide insights into user behaviour, document life cycle management, offering content management strategies.
What can I do to strengthen my File Share?
Here are our 4.5 tactics to strengthen your FileShare whether to prepare it for migration or for another solution for productivity.
1. Proactive data privacy management: Ensuring you understand what data is on your systems, flagging any PII or privacy concerns 2. Consistent classification and metadata tagging: Categorizing data and attaching descriptive metadata to ensure items are organized and searchable 3. Strengthened governance in place: Ensure principles and practices are in place to help manage and control an organization’s operations, processes and resources 4. Superior search and find experience: Users should be able to locate, retrieve and access information efficiently within a system or platform 4.5 Optimize cloud backup and IT costs by up to 60 percent: Implement strategies and best practices to better control data and information management
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