Managing Info On The Move: 5 Document Distribution Software must-haves

What to look for when you need a solution that provides secure access anywhere, anytime, on any device

When the Apple iPad was introduced in 2010, reactions were mixed.

It would never catch on. Even if it did, it couldn’t compete with netbooks. Not to mention the lack of wireless sync functionality. Well, hundreds of millions of devices and some ten years on, it’s safe to say the digital landscape is very different.p

Smartphones, laptops, and, yes, tablets like the iPad are now commonly found within workplaces around the world. They’ve become the ideal companion for executives, board members, and sales teams who need to stay informed while on the move.

Instant access to sales figures? Marketing material at your fingertips at all times? The list of potential benefits is endless, yet it’s the list of possible security risks that are posing a unique challenge for organisations wanting to keep their data secure.
 

Accessibility is a double-edged sword

Mobile devices used in meetings

Unlocking the potential of mobile devices should be as simple as unlocking your phone.

Unfortunately, things are never quite so straightforward. How do you keep your devices secure? Data, documents, and other information up-to-date? Or, for that matter, ensure phones, tablets, and laptops aren’t lost or stolen?

A combination of poor device management and insecure digital solutions continues to undercut the potential promised by mobile devices. Having access to information on the go is one thing, but it defeats the purpose if doing so puts this information – and your organisation – at risk every time you do so.
 

Convenience can prove costly

Accessing information while you’re on the move poses two major challenges.

The first is in keeping devices themselves secure. This wouldn’t be a worry if there wasn’t a long list of high-profile cases where devices were either lost, misplaced, or stolen over the years.

Did you know?

  • In 2017, Samsung conducted a study which found that 93% of surveyed professionals, healthcare workers, public servants, and other executives used a smartphone for work every day (Source).
  • A study by Verizon found that “One in three organizations suffered data breaches due to mobile devices.” (Source)
  • Prey Inc. discovered that 69% of missing devices were “simply misplaced.” (Source)

The second challenge relates to the information itself, and how it’s accessed. In fact, it’s just as important as the security of the device. Were those documents sent to your phone via email, for example? Downloaded via a cheap storage service? Sent via Slack?

As we’ve discussed at length in the past, insecure communication and distribution channels such as email put your data at risk. Yet when you’re dealing with mobile devices, there’s a limit to the number of ways you can get data to – and from – a phone or laptop.

Thankfully, there are better options.
 

Keep your information safe, secure, and easily accessible with a Cloud-based solution

Sales teams using mobile devices

The answer lies in the Cloud.

Cloud-based solutions have gained popularity in recent years, and for good reason. They provide one of the safest, most secure methods for accessing your information anywhere, at any time, on any device.

Not all Cloud-based business platforms are created equal, so keep these must-haves in mind:
 

1. It needs to be easy to set up, and easier to use

Software is only ever as secure as the person who’s least motivated to use it.

Your choice may boast high levels of security, but if it’s complex, complicated, or too difficult to use, you can guarantee that someone will find a way to circumvent it. That’s just human nature.

Given this, it’s best to look for a solution that’s built on the assumption that the application will be used on the move, and that users don’t want to be bothered by updates, management issues, or long, overly-involved setup procedures.

Sales teams and executives are already operating at 110% capacity, so find a solution that seamlessly integrates new features without requiring large updates or new training just to re-learn the basics.

The simpler it is to use, the more effective it will be.
 

2. It needs to provide control, visibility, and security

Accessibility is one thing, but you also need a solution that will keep things safe.

Certain Cloud-based platforms provide complete control over access rights via a central administrator, who is able to monitor access in real-time. With this functionality at your fingertips, there’s no risk of losing data as devices only access a copy of the information, not the original.

What this means in practical terms is that if a device were to be stolen or misplaced, the files wouldn’t be lost with it. Plus, you’d be able to revoke the device’s access with just the touch of a button.

What if you’re working offline? Say you’re travelling in areas with spotty mobile coverage, for example? Not to worry. Look for a solution that offers offline capabilities, so that you don’t have to be connected to the Cloud in order to access the files you need.

Platforms like these sync your changes – and automatically backup your files – when you reconnect.
 

3. It needs to provide instant access to the latest information

Version control can be a nightmare.

All too often, staff are left wasting time asking whether a document is up-to-date. A Cloud-based solution addresses this issue by ensuring everyone has access to the most recent version of a file, whether it’s a training video, presentation library, or marketing .PDF.
 

4. It needs to be easy to keep things organised

Sales teams face an uphill battle closing deals at the best of times, but life is that much easier when they’re able to rely on a Cloud-based solution that allows them to easily prepare and engage with the audience using mobile devices.

The right combination of mobile device and Cloud-based platform makes it easy to group and order documents, ensuring seamless presentations that allow sales teams to close deals that much faster.
 

5. It needs to work across all devices

If a piece of software doesn’t work across all of your devices, platforms, or operating systems, you’re in for a lot of downtime. Instead, look for a solution that is completely device “agnostic”, so that you can seamlessly switch between mobile and desktop devices whether they be iOS, Android, or Windows.
 

Supercharge your team with instant access wherever they go

As with any new piece of technology, mobile devices pose their fair share of hurdles for modern-day organisations. But here at Stellar we’ve always seen those hurdles as a challenge worth overcoming, rather than something to put in the too-hard basket.

So no, keeping your information secure doesn’t mean you need to go back to the stone age, ditch your mobile device, and start using pen and paper again. With the right Cloud-based business platform powering your mobile devices, you can improve the productivity, workflow, and effectiveness of your team while ensuring everything is kept safe and secure at all times.
 
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