How to Use SaaS to Improve Document Sharing

SaaS platforms provide enterprises with a more efficient method of accessing large files and securely sharing documents.

Published on 20 May, 2015 | Last modified on 1 November, 2022
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Sending and receiving large files can often become a cumbersome task. Programs that require passwords to open documents allow potential user error when these important codes are lost. Emailing large files is sometimes impossible, as many documents are too large. These processes are time-consuming, and they can leave room for potential security breaches.

To simplify document sharing, many companies are turning to SaaS programs. These platforms provide enterprises with a more efficient method of accessing large files.

Ease of use
Exchanging documents with SaaS is expedient and secure. Users can simply create an account and drop files into a folder. Recipients can then access this data via a Web interface. This system can both reduce support calls to IT departments and save busy employees time.

Many business are utilizing this technology, and the results are very positive. Robert Mahowald, vice president at IDC, told BizTech Magazine that 65 percent of organizations say they currently use some aspect of the cloud. This figure represents both IT departments and line-of-business organizations.

“More companies are investing in SaaS in order to save IT costs.”

Cost benefits
Before adopting SaaS, many organizations experience user errors related to version compatibility of programs. After integrating this platform, IT departments can test updates and alert employees when the new systems are proven compatible with current systems. This benefits workflow speeds and ensures that updates apply to everyone.

More companies are investing in SaaS in order to save IT costs. These programs provide organizations with the ability to redirect limited resources to other priorities. Gartner recently conducted a survey across 10 countries, which found that IT managers prefer SaaS for rapid implementation and fast access to innovation. “This is an affirmation that more organizations are comfortable with cloud deployments beyond the front office running sales force automation and email,” Joanne Correia, research vice president at Gartner, wrote in the survey.

SaaS technology is increasingly used for target-based and critical projectsSaaS technology is increasingly used for target-based and critical projects.

Additionally, more than 40 percent of IT managers say that overall cost reduction continues to be the primary reason their organizations adopted SaaS, according to BizTech Magazine. As such, this technology is increasingly used for target-based and critical projects, in addition to small and pilot projects.

Although some business leaders may be concerned about security, private cloud services, including a combination of internal and third party-hosted systems, are still being deployed across many software markets. This is occurring at rate that is twice as fast as public cloud adoption, according to Gartner.

What is needed to roll out an SaaS platform?
The preliminary step before introducing this software is evaluating what is working well and what needs to be improved. The Gartner survey reports that CIOs and IT directors rated modernity, innovation, business advantage, strategic opportunity and operational agility as reasons to adopt this technology.

Additionally, business leaders who are concerned about security breaches can “develop a threat model and build requirements based on the likelihood and criticality of risks identified,” according to CSO. This allows IT departments to identify technical and business threats before they arise.

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