What is file sharing?
File sharing is the process of sharing digital information or data with different levels of access privilege. It is often referred to as file swapping. File sharing can be performed with or without internet use and is usually required when a team works together on any project. Files can be shared over a local network in an office or home. File types like documents, multimedia, computer programs, and various other resources are shared using this feature.
A multiple-user operating system provides a type of file sharing, such as a network file sharing (NFS) system. It allows users to access files distributed across a shared network and helps users access remote data without them being physically present at the remote device. Data shared using a file sharing platform can be structured or unstructured.
Types of file sharing
There are various types of file sharing, depending on the needs of the buyer:
- Direct or peer-to-peer file sharing: This method of sharing files helps in transferring files from one device to another directly. This type of sharing eliminates the need for a central server that contains the data to be transferred. This process can be ideal for sharing files within a small group of users and also for the files that are not available in public storage.
- File transfer protocol (FTP): This type of file transfer is popular because of its efficiency, and is accomplished via file transfer protocol (FTP) software. FTP uses the internet to share files. It is a command given through a user interface specifying the source from where files have to be transferred and the destination where the files should be saved. Most website developers use FTP to upload web files to the web server. This type proves helpful in sharing large files.
- File sharing using the cloud: In this method, the files use third-party storage to share files. The host can upload the files on the specific storage providing different levels of access to its users. The users can download these files on their respective devices. This method is usually suited for faster file sharing.
- Removable storage media: In this type of file sharing, a removable device like a memory card or a hard drive is used to extract necessary data from another device. This type of file sharing can be extremely helpful when the information has to be shared without using the internet.
Benefits of file sharing
- Saves time: Organizations can save time that was otherwise spent in sharing files manually and the data can be easily accessed using file sharing features or software.
- Offers access control: Since access levels can be controlled, it helps in sharing files with the users who would really need them.
- Saves costs: Without file sharing software being available, organizations may need to invest huge amounts in purchasing storage for large files. However, file sharing makes it possible to store various kinds of files, thus eliminating the need to invest in storage and ultimately reducing costs.
- Serves as backup: In case of any mishappenings, such as a hardware crash, file sharing can serve as a file backup option, thus keeping files intact.
- Maintains data integrity: File sharing also helps in maintaining and improving data integrity. Sharing files through a secure channel reduces the risk of loss of even a minute piece of data, thus having all the information required in place. Users can hence use this data to make better decisions.
File sharing best practices
While sharing information can be a daily chore, it is always advisable to follow some best practices for a smooth file sharing experience:
- Have a planned file structure when the files are not managed locally by each user helps users access the same information at any given point in time
- Make sure to share the most recent version of the file to keep spreading misinformation in check
- Practice consistency in naming the documents that are shared between devices
- Audit file access levels to better manage information
- Use a single and secure file sharing platform across the organization
- Evaluate and reevaluate if the file sharing platform in use is scalable and fulfills current business requirements
Shalaka Joshi
Shalaka is a Senior Research Analyst at G2, with a focus on data and design. Prior to joining G2, she has worked as a merchandiser in the apparel industry and also had a stint as a content writer. She loves reading and writing in her leisure.
