What's a File-Sync System and Why Does Securing It Matter? - VC3

Access to your information from anywhere is becoming more and more of the de-facto standard these days. And accessing information in the cloud can be provided in a number of different ways. One of the most prevalent ways for accessing basic files (ie: Word, Excel, PDFs, etc.) is via a file-sharing system. However, the type of file-sharing system that you’ll want to use to do this will not only depend on the applications you work with (ie: Microsoft or Google), but also your risk tolerance when it comes to cybersecurity compliance.

In a nutshell, most file-sharing systems out there are really file-sync systems. They allow you to access files in the cloud by "syncing" the files on each device to ensure that the same version of the file exists on all devices. When a change to a file is made on one device, it's automatically synced across all devices (assuming they're connected to the internet at that time).  If they're not, they'll be updated as soon as they're connected.

In addition, some (but not all) file-sync systems also include the ability to automatically backup files. Sounds too good to be true, right? Well, there are certainly some caveats to be aware of before moving all of your network files to a file-sync system. So, beware!

File-sync systems come in both subscription service and free online software downloads as well. Some systems are more consumer-driven, such as DropBox, while others are more enterprise-centric, such as Microsoft OneDrive. Some of the more popular systems these days include:

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• Anchor Sync
• Apple iCloud
• Box
• DropBox
• Google Drive
• Microsoft OneDrive
• OneBox
• Microsoft SharePoint

So, how do file-sync systems work, what are the advantages of using them, what are the security concerns, and what systems are most ideal?

HOW A FILE-SYNC SYSTEM WORKS

Now, don't confuse file-sync technology with a good, solid backup system. Every organization should be using an image based backup to help protect their data by creating true backup files while also reducing their risk of downtime or loss of data from in-house backup storage devices. However, this method of file restoration and recovery is meant for data recovery or migration purposes and not whenever you want to quickly access files "from anywhere".

A file-sync system is a content storage space that you can use to access selected files, including photos, videos, and documents across multiple connected devices. It enables you to share and collaborate at scale within your organization and across locations and provides the ability to connect with users outside your organization as well if you so choose (depending on the specific system).  

THE ADVANTAGES OF USING A FILE-SYNC SYSTEM

Because file synchronization allows you to keep files that are stored in various physical locations up to date, it's advantageous for use by organizations that need people to share access to files. With the growth of the cloud in recent years, many vendors now offer software solutions that aid in this process. However, as with any type of system, there are both advantages and disadvantages of using different file-sync systems. According to an article in ComputerWorldUK:

“The advantage of products such as Google Drive and Microsoft OneDrive is that employees are working with these systems and apps already, so they can stay in the same environment. The drawback is that these apps can be unresponsive when it comes to storing and collaborating on non-native file types, so video files or text documents that aren't Google or Microsoft documents can be tricky to work with.”

RECOMMENDED FILE-SYNC SYSTEMS FOR YOUR ORGANIZATION

As a Managed IT Service Provider, it's our responsibility to stay up-to-date with changes in the industry and the technologies that exist within it. This helps us to make informed recommendations to our clients about these sorts of technologies.

While there's a variety of free file sync software programs available online, businesses and organizations should avoid using any of these free, open source file-sync systems because of the potential of your IT system becoming compromised or your clients’ sensitive data becoming exposed.

We and a number of our clients are finding a ton of success with Microsoft SharePoint and OneDrive. Because we're already living in the Microsoft ecosystem, it's really just the next evolutionary step. In addition, many of our Certified Public Accountant (CPA) clients use Citrix ShareFile to share files with their clients. This allows sharing, but in a more controlled and secure way.

SOME OF THE SECURITY CONCERNS OF CLOUD FILE-SYNC SYSTEMS

ONEiO

ONEiO is a next-generation iPaaS solution that automates integration processes, offering a central hub for connecting disparate IT tools, teams and vendors, enabling end-to-end process flows and data exchange across an organization's entire IT ecosystem.

HQ: ‎

Helsinki, Finland

ONEiO provides a cloud-based integration solution for businesses focused on managing and delivering digital services. Understanding the specific needs of these companies, ONEiO offers predictable subscription-based integrations, allowing businesses to budget and plan with greater accuracy without investing in integration technologies, resources, and development. This flexibility ensures that regardless of a company’s resources or expertise, ONEiO delivers a fitting solution and allows businesses to concentrate on their core offerings without the complexities of integration development and management.

Overall rating

Customer support rating

Capterra: 4.6Capterra: 4.7

Pros:

• Support for integrations with multiple parties and tools, with Out-of-the-box runtime intelligence.
• Flexible and predictable subscription based pricing. Supports volume-based and fixed price integrations.
• Domain experts in B2B and Ebonding, including pre-integrated vendors.

Cons:

• Small partner network
• API management capabilities
• On-premise systems can be integrated using ONEiO. However, ONEiO cannot be deployed on premise.

Mulesoft

MuleSoft’s Anypoint Platform is a leading enterprise iPaaS known for its API-first approach to integration and its strong appeal to large IT organizations and system integrators (especially those in the Salesforce ecosystem, since MuleSoft is a Salesforce company).

HQ: ‎

San Francisco, California

Mulesoft offers the Anypoint Platform, integrating applications, automations, and APIs. It focuses on democratizing integration for teams and evolving into an automation fabric supported by AI. With strong partnerships, it's ideal for organizations seeking an API-led strategy.

Overall rating

Customer support rating

Capterra: 4.4Capterra: 4.5

Pros:

• API creation and integration capabilities.
• Supports automation with a large template library and RPA access.
• Wide capabilities in composite service integration.

Cons:

• Pricing models can be complex.
• Focused on Salesforce data ecosystem.
• Has a ton of functionality but is not easy to use

Informatica

Informatica Intelligent Cloud Services (IICS) is a comprehensive data management-centric iPaaS offering from an industry pioneer.

HQ: ‎

Redwood City, California

Informatica focuses on amplifying data integration capabilities as part of its IDMC, offering a wide range of services for robust data management and integration strategies. It prioritizes data-centric integration with extensive features for governance, quality, and transformation, making it suitable for organizations emphasizing a unified data management approach. Informatica's global footprint and strong partner network support its comprehensive services, despite perceptions of complexity.

Overall rating

Customer support rating

Capterra: 4.2Capterra: 4

Pros:

• Broad industry solutions and cloud infrastructure options.
• Strong platform security and operational reliability.
• Depth in data integration and management capabilities.

Cons:

• Pricing based on compute power can be complex and costly.
• UX focuses primarily on data, less on guided integration.
• Complex user interface

Jitterbit

Jitterbit Harmony is a versatile iPaaS known originally for its appeal to small and midsize businesses, and it has expanded its reach into enterprise integration by focusing on flexibility and value

HQ: ‎

Alameda, California

Jitterbit Harmony iPaaS focuses on in API, EDI, and easing citizen development, backed by a predictive pricing model. It innovates based on customer feedback, though its service integrator ecosystem is not as extensive. Its roadmap aims to improve business automation and developer support, making it an attractive option for general iPaaS needs or EDI modernization.

Overall rating

Customer support rating

Capterra: 4.4Capterra: 4.4

Pros:

• Strong focus on EDI with significant templates.
• Simple user interface
• Customizable template marketplace for OEMs.

Cons:

• Limited prebuilt connectors and templates.
• Endpoint-based pricing model can be complex.
• Lacks cloud support for connectors.

Celigo

Celigo is a modern iPaaS focused on streamlining SaaS integrations and business process automation, particularly for mid-market companies.

HQ: ‎

Redwood City, California

Celigo offers integrator.io, targeting upper-midmarket and small enterprises for back-office automation. It blends ease of use with AI innovations for efficient process automation and integration. Celigo emphasizes customer success through dedicated support and a roadmap prioritizing B2B integration, improved developer experience, and AI efficiency. Ideal for empowering non-technical users while addressing complex integration scenarios.

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Overall rating

Customer support rating

Capterra: 4.6Capterra: 4.3

Pros:

• AI for categorizing and resolving runtime errors.
• Large library of business-oriented templates.
• Strategic focus on empowering citizen integrators.

Cons:

• Limited enterprise features for large-scale operations.
• Operational data cannot export to external tools.
• Complex user interface.

SnapLogic

SnapLogic is a low-code integration platform that emphasizes fast development of data and application pipelines through a visual interface.

HQ: ‎

San Mateo, California

The SnapLogic Intelligent Integration Platform uses a drag-and-drop pipeline builder with over 600+ pre-built connectors called “Snaps.” It’s designed to support a range of integration needs – from traditional ETL-style data integration for analytics to real-time application integration and even API creation – all with minimal coding. It supports diverse integration needs through a user-friendly interface and a modular approach. While innovative, its B2B capabilities are modest, making it suited for organizations prioritizing low-code process automation and data integration.

Overall rating

Customer support rating

Capterra: 4.5Capterra: 4.3

Pros:

• Easy to use integration wizard
• Transparent pricing and multi-cloud marketplace presence.
• One of the first generative AI solutions in SnapGPT

Cons:

• Limited B2B integration features.
• Limited access permissions
• Learning curve for advanced use & debugging

Workato

Workato's iPaaS solution focuses on process automation and collaboration between IT and business through an intuitive, AI-assisted user experience.

HQ: ‎

Mountain View, California

Workato offers a serverless integration platform emphasizing ease of use and democratized development. It accelerates business-IT collaboration with a user-friendly, AI-enhanced interface, encouraging adoption with in-product assistance and proactive customer engagement. The platform boasts a vast array of connectors, facilitating diverse integrations and automations. Despite a global presence, Workato's strategic emphasis on AI assistance and customer-centric innovations positions it as a formidable choice for organizations aiming to empower citizen developers and streamline business processes. Its approach to integration challenges not only simplifies the user experience but also promises to enhance operational efficiency and innovation across industries, making Workato an excellent choice for cloud-based business process automation and teams blending IT expertise with business insight.

Overall rating

Customer support rating

Capterra: 4.7Capterra: 4.7

Pros:

• Intuitive user experience with AI-driven process guidance.
• Extensive library of connectors and templates.
• Fine-grained access permissions.

Cons:

• Pricing model can lead to cost escalations as new processes are added.
• Absence of out-of-the-box support for EDI and B2B-specific features.
• Reliance on Amazon AWS data centers.

TIBCO

TIBCO has a long legacy in enterprise integration, known for powering mission-critical systems with its high-performance middleware.

HQ: ‎

Santa Clara, California

TIBCO Cloud Integration includes a range of products for application, data, APIs, and automation. With a global presence and a focus on data integration, TIBCO is a fit for data-centric integration strategies and enterprises emphasizing developer self-service.

Overall rating

Customer support rating

Capterra: 4.3Capterra: 4.4

Pros:

• Flexible, volume-based pricing.
• Diverse integration capabilities.
• Supports a wide range of integration styles.

Cons:

• Inconsistent user experience across products.
• Some functionality is only self-hosted.
• Less frequent feature updates.

SAP

SAP offers iPaaS functionality as part of its SAP Business Technology Platform, emphasizing integration within the SAP ecosystem.

HQ: ‎

Walldorf, Germany

The SAP Integration Suite, part of the SAP Business Technology Platform, offers comprehensive integration capabilities. It focuses on SAP-centric ecosystems, aiming to unify business data and processes with a strong emphasis on AI. The suite's flexibility and extensive template library make it a robust option for businesses heavily invested in SAP products, offering a path towards digital transformation with a focus on modern application architecture.

Overall rating

Customer support rating

Capterra: 0Capterra: 0

Pros:

• Thousands of templates, primarily for SAP applications.
• Global operational and support presence through SAP
• Transparent pricing.

Cons:

• Perceived primarily as an SAP-centric tool.
• Business model leans heavily towards SAP applications.
• Pricing not tailored to all market segments.

Webmethods

Software AG's Webmethods.io delivers iPaaS with a focus on democratized integration and a wide range of integration styles.

HQ: ‎

Darmstadt, Germany

Webmethods.io by Software AG emphasizes business transformation through integration, offering a versatile platform that supports various integration styles. It's innovating with AI to enhance productivity and simplify the user experience. The commitment to a robust roadmap and customer-driven features makes it a compelling choice for B2B integration, citizen developers, and modernizing legacy systems. Software AG's focus on security and ease of use positions Webmethods.io as a strong contender in the iPaaS market.

Overall rating

Customer support rating

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Capterra: 0Capterra: 0

Pros:

• Wide functional capabilities and platform versatility.
• Large number of connectors and varied B2B offering.
• Extensive testing and debugging tools.

Cons:

• Lower customer satisfaction ratings.
• Not suitable for more advanced integrations
• Fewer hosting options than competitors.