Have you ever wondered where your important documents are or where they could end up? Think about it – documents are constantly flying in and out of corporations daily. If we could physically see this information being sent out everyday, we’d drown in an abyss of documents, reports, applications, contracts, the list goes on. The craziest part is that most of the time we hit the “send” button without even blinking.
As unsafe as it may be, corporations have to make content available outside of their organization and outside of their OnBase system. They need access to efficient tools that make sharing, creating, and storing content safe and easy.
That’s where ShareBase by Hyland comes in handy. ShareBase is an enterprise file sync and share (EFSS) product that provides secure, cloud-based sharing. It ensures that your corporation retains ownership and control of documents, restores peace of mind, and does all of this while still interacting with OnBase.
Retain Ownership and Control of Your Documents
The Association for Information and Image Management (AIIM) recently performed a study of approximately 500 corporations across multiple industries throughout the globe and found that 56 percent of these corporations have policies specifically banning consumer file shares. Why is that? Well, while tools like DropBox and Box.com allow for easy file sharing, they don’t necessarily allow the corporation to control what is being shared or by whom.
So what about the other 44 percent using consumer file shares? Let’s say a corporation has to pull a file for legal reasons. Before they pull the file they have to answer a few questions:
- Who has the file?
- Who did they share it with?
- How do they know if it actually gets deleted?
They’re left with so many questions and not enough answers. That’s why consumer file share solutions fall short – they lead to zero corporate oversight and they don’t solve the needs of a corporation working with corporate data.
With ShareBase, you don’t have to stress over the whereabouts of your documents because you are the controller. Nothing can be shared or edited without your permission. You grant each individual specific rights to have full control of a document, edit a document, or view a document.
Restore Peace of Mind
ShareBase is designed specifically for content management. Each solution is replicated with a geographically linked data center of your choosing so you always know where your data is backed up and stored. ShareBase also features an audit trail, allowing you to see what content is being shared and accessed and by whom. For privacy purposes, you can even put an expiration date or password on a document and remove a person from viewing a document at any time.
It’s also good to think of ShareBase as an ongoing process. ShareBase representatives update the software every 10 days. They listen to the customers needs and update the system accordingly so you receive the best service for your document sharing. These security precautions cannot be found in a typical cloud; ShareBase has them in place so you can focus on running your business with peace of mind.
Interact with OnBase
ShareBase gives you the opportunity to extend your current OnBase solution. OnBase and ShareBase are both hosted in the Hyland Global Cloud which is purpose-built to securely manage important corporate information. This interaction minimizes risk because it utilizes the secure, purpose-built OnBase cloud that you already know and trust. ShareBase gives you the ability to share content in OnBase with individuals inside and outside your organization. Onbase even has the ability to automatically add documents to ShareBase and notify individuals through emails containing secure links.
Want more info about ShareBase? Hear it directly from the source – Shanna Kynkor, ShareBase Sales Consultant from Hyland, and Dawn Sophia, Solutions Architect for DataBank, recently led our ShareBase webinar. To get the full scoop on ShareBase, watch the webinar recording below!