Best File Sync Software

Around a decade before, the idea of having parallel access to the latest and updated data from multiple locations seemed to be a mystifying phenomenon. But, now file synchronization or file syncing has made that quite common and easy. It is a concept wherein; you can have the same data on two or more locations on a real-time basis. File syncing has eliminated all the hassle of taking regular backup or manually copying the files from one location to another. 

Using file-syncing software, you can sync, save,  and secure your data over multiple locations. One of the best examples of file synchronization software is DropBox. It ensures that all your files and folders remain updated all the time so that you can access the latest information from any location.

File syncing software can help your employees to access information from anywhere instantly and improve the productivity of the organization. But at the same time, using incompetent file-syncing solutions can put your business data at significant risk. As per Gigaom Research, 70 percent of unauthorized access to data is committed by an organization’s own employees.

This buyers’ guide to file sync software would provide you with a closer look at the challenges of data storing and sharing that businesses are experiencing these days and throw some light on some important information helping you to select the right file synchronization software compatible with your business needs.

The loss or theft of the data that includes crucial business and clients' information can cause a huge monetary and reputation loss to the business. At the same time, the unavailability of real-time information can also cause productivity issues in an organization. Thus, having clear visibility and control over the data becomes the prime concern of business organizations. Regardless of the size and type of the business, most of the organizations are experiencing certain data storing and sharing challenges as mentioned below -

Mobile Productivity

With the increased use of multiple devices in an organization, and businesses operating from multiple locations, it has become necessary to ensure the availability of real-time data to the employees regardless of the device they are using and the location they are working from. In that case, it becomes highly challenging for the organizations to ensure that the data storing and sharing capabilities in an organization are robust to achieve the productivity required. The unavailability of real-time information can result in losing a business opportunity. To overcome this challenge, you need to ensure that you use a file syncing tool that supports multiple devices and has smart sync capabilities.

Team Collaboration

Due to the increasing trend of BYOD (Bring Your Own Device) at workplaces and WFH (Work From Home), it has become challenging for team members to share information with each other as they may not be under the same roof and are using different devices and platforms altogether. Lack of efficient team collaboration can impact the productivity and profitability of an organization. To overcome this challenge, you can invest in a file syncing system that allows you to update the data on a real-time basis helping your team to access the right information instantly.

Content Privacy & Security

Besides ensuring productivity and team collaboration, data security is a prime concern to all business organizations these days. With the growing data theft, cybercrimes, and malware activities, it has become highly essential to restrict access to the important information of the business without obstructing productivity and team collaboration. To overcome this challenge, you need to ensure that you have invested in a file synchronization software that not only allows you to sync the files on a real-time basis in a smart manner but also has robust security features that can ensure the safety of your crucial business data.

Data Formats Complexity

With the evolution and growth of an enterprise, new systems provided by different vendors are deployed in the same organization with several users, including employees, suppliers, customers, managers, team members, stakeholders, etc. Everyone is using different platforms and devices to access the centralized information stored in a server. Similarly, the data formats vary from plain text files to pdf files. Many times it happens that the data format you are trying to access from the centralized storage repository is not compatible with the operating system you are using. In that case, file sync can help in eliminating data formats complexity and ensure easy file access regardless of the operating system you are using.

Before we move on to what is file sync software, and its functionalities, let us understand the concept of file synchronization in-depth.

File synchronization is ensuring that the data stored in one location is exactly similar to the data in another location. When you add, edit, rename, modify, or delete a file, on one location, the same action should automatically be taken on another location too. In simple words, file synchronization is a process that keeps all the files and folders on multiple locations updated on a continuous basis. There are two types of file synchronization as given below -

One-Way File Synchronization - In this type of file synchronization, the data is copied from the source location to one or more destination locations. But, the data is not copied back from the destination location to the source location. For example, if you have made some changes to a file using your laptop, the updated file gets copied on your desktop too. But, if you make some changes to a file using your desktop, the updated file doesn’t get copied on your laptop. This means you are following a one-way file synchronization method. 

Two-Way File Synchronization - In this type of file synchronization, the data is copied from the source location to one and more destination locations, and also vice versa. This means that it doesn't matter from which location the file changes have been done; in all locations, the data remains the same. For example, if you made some changes to a file using your laptop, the file gets copied to your desktop and if you have made some changes to the file using your desktop, the file gets copied to your laptop too. This two-way file synchronization method ensures that all your devices contain the same data.

File synchronization is the term that is often confused with file backup and disk imaging. Let's have a look at what is the difference between these three terms, to have better clarity on this subject.

File Synchronization - File synchronization is a two-way backup system that ensures that the content on all the locations is updated continuously on a real-time basis.

File Backup - File backup is the concept of copying files from one location to another. It is a one-directional backup system.

Disk Imaging - Disk Imaging is the concept of copying the contents of an entire disk or computer partition bit-by-bit to another disk or computer partition. It even copies non-file related data, for example, the boot block.

File synchronization can help you in saving your time as it is much faster and prevents copying files that are identical. Let’s have a look at some reasons that justify this fact.

Data Availability

By syncing files and folders, you are making your data available on all the devices you are using at the home, office, or while commuting. Sending an email attaching an updated file doesn't require you to be physically present at the office. You can quickly send it using your iPad, mobile, or laptop at home, enabling you to take action immediately and saving your time.

Access to Real-Time Information

File syncing allows you to have access to real-time information, which means you don't need to waste your time looking out for the latest data in case you require some information or prepare your reports and presentations. Data that is updated on a real-time basis is at your fingertips, and that saves your time.

Enhanced Team Work

File syncing allows 2 or more team members to work on the same files and folders. So, if you are managing a team of employees working together on the same project, you can allow them to work using the same data parallelly. You don't have to wait for a team member to finish their work before assigning a task to another team member requiring to work on the same data.

Yes, you can notice changes in the file after it is synchronized. You can right-click on the file and check its last synchronized date to determine whether the file synchronization has been done correctly.  The mechanism of checking the file synchronization may vary depending on the operating system and the features of the file synchronization software you are using.

File sync software is a tool that allows multiple users across different locations using different devices to collaborate, share, and edit files on a real-time basis. The changes done in file A by user X are automatically updated on all the available versions of the file, ensuring that everyone has access to the same information. Moreover, file synchronization software allows you to assign permissions to the users by providing restricted access to confidential information and high-end security of the data.

The functionalities may vary depending on the features of file sync tools. Below mentioned are some basic capabilities every file synchronization software includes.

Storing and Sharing Files

The file synchronization tool allows you to store the files under specific folders, and share the folders and files with the users you want to collaborate with.

File Synchronization

As soon as you make some changes to the files you have stored, the file synchronization software updates those files on multiple locations on a real-time basis, ensuring that updated information is available to everyone.

Searching Files

The file sync software includes the functionality allowing you to locate files using different parameters like name & content of the file, last modified date, user interactions, etc.

Managing Users’ Permissions

Not all users require to access or edit all the files and folders you have synchronized. The file sync tools allow you to set the role-based permissions as "read-only" or "edit" to the users ensuring the security of the data.

The statistics show that from 2014 to 2020, there has been continuous growth in the number of cloud storage users worldwide. The below-mentioned benefits of using file-syncing software can support this fact -

Eliminates Data Loss Issues

The file-syncing software allows you to store the backup of your files in multiple locations. So, even if you lose important data stored in your hard drive, you can ensure that you have those files stored on a server accessible from any other device. Synchronizing your files using a file synchronization tool is a better option than backing up your files on other hard drives, which can crash anytime, and flash drives, which can get misplaced or lost easily.

Ensures Uninterrupted Access to Latest Information

If you have two or more people working on the same document at the same time, file sync tools ensure that any change to the document done gets updated on an immediate basis keeping all the team members on the same page. Also, it helps the team members to gain access to the latest information easily and eliminates all the problems arising due to using old and irrelevant data.

Improves Confidentiality and Safety of the Data

The file syncing tools allow you to provide role-based permissions to the team members. That means not everyone can have access rights to the confidential information of your business. Moreover, it also allows you to revoke access to the files and folders you need to ensure the safety of the data. Many file syncing systems also allow protecting the data with passwords ensuring a high level of security.

Summarizing the benefits - the file and folder synchronization software allows businesses to access their real-time data from anywhere conveniently, eliminates the risk of data loss, and at the same time, helps in protecting crucial and confidential information with high-end security.

Data Containerization & DRM

As BYOD (Bring Your Own Device) and WFH (Work From Home) concepts are being used in most organizations these days, it is critical to rely on data containerization, which keeps business files separate from the personal data on employees' devices. But, what happens when the business data on your employees' devices are shared over other devices out of your knowledge? To avoid this situation; the file sync solutions having DRM (digital rights management) are being built. The file sync tools that are embedded with DRM can enhance the security of your data by restricting the file access beyond a specific geographical location or IP range.

Built-In Editing Apps

If you have shared a word document with one of your team members through a file synchronization program, but it requires it to be opened and edited using another application or program besides file and folder synchronization software. In that case, you may lose control over the data included in that file. At the same time, the receiver of the file gets frustrated for having to use different applications for editing and sharing the edited file. To eliminate this problem; file sync systems have included built-in editing apps so that the changes that are done in the file get updated in the content repository automatically without disrupting your workflow.

Increased Level of Integrations

File sync software integration with other business applications you are using like Microsoft Outlook is not something new. But, an increased level of integration of file and folder synchronization software with DLP (Data Loss Prevention) tools like McAfee and Symantec, is something you need to look forward to enhancing the security of your file syncing and data sharing process. For example, your file synchronization program integrated with McAfee has the capability to block files with the word "confidential" in the text or file name for other users besides the administrators. This functionality can be used for your credit card information, net banking account details, or any additional confidential information for which you need to raise the security standards.

Data Repositories Aggregation

Different departments use several content management systems and data repositories in a single organization. The emerging trend is that the file sync solutions these days are coming with in-build features that can allow the aggregation of multiple data repositories. This would help provide access to the files in different data repositories using a single file sync platform. It would also create a productive and flexible work environment for the employees and enable administrators to centralize the security controls of the data.

Data Backup and Recovery

The file syncing tool you select should allow you to back up the data in a centralized location like on-premise and cloud-based servers. Besides that, many on-premise and cloud file synchronization systems automate the backup process of old files, allowing you to restore the lost and deleted data. If any of your important data created in the past gets deleted by mistake, you can retrieve it with the help of your file synchronization program and save your business from many troubles.

Real-Time File Synchronization

When you modify, delete, or add any file, that change should reflect on the server immediately using your file and folder synchronization software. Similarly, if a new version in any of your software programs comes up, the file sync solutions should be able to update the new version on all the locations your software program is running at present. The real-time synchronization facilitated by your file synchronization tool would help your team members, partners, and stakeholders working with your business organization to access similar and latest information without any interruption. 

Records Data Access, Usage & Permissions Logs

Whenever the users access data and make some changes to that data, the file synchronization program should be able to monitor and record what were the changes done and who did those changes. Similarly, if the user permissions were changed, the file and folder synchronization software should have the capability to record the changes in those permissions. Monitoring and recording this type of information would eliminate the confusion and communication gap between the team members and ensure smooth workflow within the organization.

Schedules Data Synchronization

Many file sync solutions allow users to set the time and date on which the synchronization process should be carried out. This helps you in evaluating whether the data synchronization schedule and frequency match your business requirements or not. Also, scheduling data synchronization would ensure that the data is updated at regular intervals eliminating file version complexities and errors. 

Allows Multiple Security Settings

The file syncing tool you select should allow you to set role-based permissions for the users relevant to accessing and modifying the data. Moreover, it should also allow you to set passwords for accessing the files to ensure the enhanced security of the data. Many file syncing tools also support data encryption processes to safeguard crucial information. You just need to ensure that you are choosing a file synchronization program offering robust security features that can eliminate issues arising due to unethical hacking activities.

Integration Capabilities

The integration capabilities in file sync solutions allow it to access the information from the other business applications, network file systems, repositories, and workflow systems you are currently using in your business organization. These integration capabilities can make your file synchronization process extremely easy and quick.

Besides the features of a file syncing tool, you need to consider some factors as well before picking the one because data synchronization is not a one-time task; it is a process that needs to be planned, managed, and controlled regularly.

Supports Multiple Platforms and Devices

The file sync software you select should allow you to access the synchronized files from any device and platform. As technology is advancing continuously and new devices are being introduced every day, it becomes extremely important that your file syncing tool is compatible with the latest platforms and devices to save your time and make team collaboration easier in your business organization.

Easy to Set Up and Use

Needless to say that whenever you execute a new software or a system in your organization, if it is not easy to set up and user-friendly, your teammates and other staff members are not interested in using it. You need to ensure that you choose a file synchronization tool that doesn't take much of your time in deployment and training; otherwise, instead of minimizing your manual efforts, it can increase your hassles in terms of errors in data transfers and synchronization process.

Allows Unlimited Data Storage and Users

The file sync software you select should not have limitations in terms of data storage and the users. It should allow you to store an unlimited volume of files and users as your business is likely to grow, and thus you require scalable software that can grow with your business without any limitations.

Ensures Compliance With Industry Standards

Every business has to comply with certain industry standards depending on the type of business, its geographical location, Government rules and regulations, and data security norms. You need to ensure that the file syncing tool allows your business to comply with its respective industry standards to stay away from legal issues.

Supports Multiple Deployment Models

The businesses would require synchronizing files over different devices, on-premises servers, and cloud-based servers. The file sync software you choose should support multiple endpoints operating systems your business is using at present and planning to use in the future, helping you to organize the data the way you require.

Artificial Intelligence & Machine Learning

Artificial Intelligence and Machine Learning refer to mimic human intelligence and perform tasks such as prioritizing content, patterns, speech, and decision making. Although these technologies are in use for some years now, the implementation of these in file syncing is getting more prominent now. For example, a newly recruited service engineer has come across a unique customer problem, which was once resolved by another engineer a few years ago. The file syncing tool integrated with AI and ML features can bring the relevant documented solution to the problem resolved years ago directly to the workflow of the newly recruited engineer and save his time. With a crowd of cluttered documents, data, and information available in organizations these days, the integration of AI and ML with file sync software can improvise the business processes at an exponential level. 

Modern Edge Computing (Virtualization)

As the quantity of data organizations is dealing with is constantly increasing, we have realized the limitations of cloud computing in some use cases. Edge computing was designed to answer the queries arising due to the shortcomings of cloud computing. To extend this approach, modern edge computing was introduced that uses virtualization technology. Modern edge technology makes deploying and running a wider range of applications on the edge servers easier. To access the data stored on cloud servers, you need to have a reliable internet connection. In many cases, you might be having connectivity issues due to which you are not able to access the data required instantly. In that case, modern edge computing can work as mini data centers using IoT devices and virtualization technology to eliminate the file sync issues arising in remote locations because of limited or no connectivity to centralized data repositories.

Enhanced Cybersecurity

Cybersecurity may not seem to be an upcoming technology being used for file syncing and data synchronization. It has been around for a long time, but as new data hacking threats are coming up constantly, it has become necessary for this technology to evolve to enhance the security of the data. As long as hackers are existing, cybersecurity would always remain an upcoming trend, as it would be continuously transforming to defend against the new data security challenges. Thus, file sync software with the latest and upcoming cybersecurity features is in trend and will always be in trend.

Blockchain

Maintaining the record of the history of changes done to a document has always been an essential requirement of file synchronization. Blockchain technology can enhance the functionality of a file sync software in terms of data authentication and security. Till now, everyone used to believe that Blockchain is used for cryptocurrency, but it can be used in protecting the data from tampering. Each update in a file is added as a new block in the chain. Each block can point to the previous block. This way, it becomes easier for the data administrators to monitor the changes and updates done in the files by the users and detect unethical activities relating to data tampering on an immediate basis.

The cost of a file sync software depends on its deployment and the features & integrations it offers. Many file sync software is available at monthly, yearly, and one-time charges. For example, DocRaid is available at only $10/month, but at the same time, GoodSync is available at $49.95/month. You can also go for yearly charges by purchasing SugarSync at $7.49/year or TeamDrive at $64.35/year. If you are not comfortable paying for monthly or yearly subscriptions, you can select Lite Sync, which is available at only $12.11, or Syncovery at $34.90 one-time charges.

Depending on your budget and the features of file sync software required by your business, you can select the one which you judge to be perfectly worth its price. 

If you are looking for file sync software, you can also select one from the best free and open-source file sync software which you can even customize as per your business needs.The free file sync software may not have advanced features but are ideal for businesses having limited investment budgets. So if your budget is not a constraint, and your business requires robust features for synchronizing and managing the data, the free file synchronization software options may not suit your business requirements.

Here are some steps that can help you in ensuring the successful deployment of file sync software in your organization -

• Once you have short-listed some options in file sync software, involve your team members in decision-making about which one to select. This would help you in understanding their pain points and select the right file sync software that your team members are actually going to use.
• Take up the demo of the file sync software, or ask your team members to check the software within its trial period thoroughly. This would help you in making the right selection as per your requirements and, at the same time, prepare your team members positively for this change.
• Provide required documentation and training to your team members relevant to the file sync app you have selected. This would help them in understanding the software in a better way and motivate them to use it.
• The software companies assign an account manager while selling any software for a limited time period. Take the help of that account manager in understanding this new technology. Motivate your team to communicate with the account manager and get their problems resolved.

The list of the best file sync software from GoodFirms can help you in selecting the right one, as it includes the most trusted options available in the market. Besides that, below are some reasons that strongly support and recommend GoodFirms' list of file sync software.

• Keeping the latest technologies and trends, along with current business requirements in mind, GoodFirms follows a systematic approach towards curating only the best software and applications with advanced features, helping you to stay ahead of the competition
• GoodFirms ensures that you get access to real opinions from real people about the software you are likely to purchase to make the most reliable choice among so many file sync apps & tools available in the market
• GoodFirms includes in-depth details about each software that can help you in weighing your choice intricately and selecting the software that provides features your business organization actually requires

Precisely, file sync software allows you to 

• Store a safe backup of your data
• Access updated copies of your files and folders
• Keep your confidential information safe and secure

We hope that this buyers’ guide has helped you in selecting the right file sync software that not only fulfills the above essential criteria, but fits into your budget, is user-friendly, and includes integrations as per your business requirements. Also, you can go through our complete list of file sync software and leave your valuable feedback for the software you have already experienced here, as that would also be of extreme help to all the software buyers.