Comparison of document sharing tools

Businesses usually have files in various sizes that require safekeeping and collaboration. When it comes to document sharing tools, for many businesses the choice is going to be between these 4 tools:

  • Email
  • SharePoint
  • OneDrive
  • Google Drive

But before choosing one of these, it is important to know how these four systems can be compared for their document security and cost. Let’s explore each of these file sharing tools one by one to find a more effective solution for you.

Email

Email can function as an effective file transfer or sharing system. Each time you are attaching a file to any outgoing message, you are actually initiating sharing of a file over the internet. There are multiple email options including Gmail, Yahoo, Mail, and Outlook that you can use for file sharing purposes.

Key features:

  • Sharing files through email can be great for small files.
  • Email is a more effective source to send or share data that requires explanation.
  • Sending files via email is usually free.
  • Sharing important files via email is highly secure.

SharePoint

Microsoft SharePoint is a web-based platform that is being considered as a popular choice for enterprises regarding document storage and sharing. Initially, SharePoint was developed as a collaboration tool meant for team document sharing.

However, now it comes up with multiple customizable and branding features, which make this amazing platform ideal for cross-department collaboration as well as big companies. Most amazingly, it comes up with Office 365, due to which it can be easier for you to streamline file sharing processes with already comfortable users of SharePoint and integrate more familiar tools effectively.

Security and privacy

File sharing is secure with SharePoint because you have to choose a granular permission setting for your files’ access. It offers password protected share portals as well. However, the cost of SharePoint is starting from $5 per user monthly. However, you can scale your plan as per your business needs.

Key Features:

  • Access files via SharePoint anywhere, any time.
  • Easier integration with other Microsoft tools.
  • Easier to track version control in one document.
  • Search, organize and manage content into lists and libraries.
  • Create a brandable interface for your stored or shared files for a more professional look.

OneDrive

One Drive is an essential part of Windows and doesn’t require any other installation. Once the user authenticates its account, OneDrive synchronizes data automatically. However, its file sharing option is integrated with office 365 suite products that can let you save files to the cloud directly.

Users are allowed to use storage space of up to 50GB for $1.99 monthly.

Security and privacy

With OneDrive you can share your files with others as well. In fact, files stored here are private by default, until you want to share them. File sharing comes up with following options to enhance security:

  • Allow editing
  • Password protection
  • Expiration date.

You can also allow users to edit, view or comment on files shared with links.  Therefore, during data transfer over the network with OneDrive, s AES 256-bit encryption is applied.

Key Features

  • Access files anywhere, anytime from cloud servers.
  • Sync and upload all common file types.
  • Share links via emails with expiry date
  • Changes will be detected automatically.
  • Files are stored and shared safely with SSL encryption

Google Drive

Google drive can be the easiest solution for file storage for users who are comfortable with Google products. Tools of Google drive mimic Microsoft’s PowerPoint, Excel, and Word. However, these are named as Google Sheets, Docs and Slides.

Files used to live in a cloud-based drive that can be accessed and modified collaboratively. However, a paid plan is available for $12 per user monthly.

Security and privacy

Files and folders can be shared with selected users or everyone. Here are the permissions to share files via Google Drive

  • Organize, edit, add
  • View only
  • Public sharing links

AES 256-bit encryption is being used to store files on Google Drive, while AES 128-bit encryption is to ensure data security while transferring files over a network.

Key Features

  • Create and collaborate using Google Drive apps
  • Scan documents
  • Control editing and sharing permissions with specific users.
  • Flexible pricing plans

Benefits of document sharing tools for small businesses

Here are the benefits to use these file sharing tools for businesses:

·       Easier file sharing

These file sharing tools are effective for businesses to share any type and size of files with their clients, employees or any other person whenever required. Thus, not only are these tools are effective for file sharing but can let you manage your files in multiple lists or folders as well for easier and quicker access when needed.

·       Cost-effective solutions

Most of the file sharing tools come up with additional benefits for small businesses. For example, Google Drive offers unlimited cloud storage for organizations with up to 5 users.

Similarly, most of the file sharing tools are available at affordable price ranges for small businesses.

·       Time saving

Sharing your important files securely is never going to be a problem from now. Because file sharing tools can let you send your required files, modify and access them collaboratively, instantly.

When it comes to choose a file sharing tool, plenty of options are available in the market. However, you can prefer to go with the one that is cost-effective, secure and efficient to use to make most out of it effectively.