Where's the DATA? 5 Tools Your Business Should Be Using to Manage Data Across Multiple Office Locations

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Mar 31, 2014 12:59:00 PM

Where's the DATA? 5 Tools Your Business Should Be Using to Manage Data Across Multiple Office Locations

The economic resurgence has led many small businesses to expand into new regions, opening a variety of offices to capitalize on pockets of potential across the nation and, in some instances, overseas. While the increasing health of the United States' financial situation is certainly welcomed news, many entrepreneurs will struggle to adequately manage and oversee the ebb and flow of data on such a large and complex scale. 

Luckily, there are myriad solutions that can be used to improve both the control of information governance, as well as the efficiency with which managers are monitoring data access controls, file sharing and other relevant processes. The first trick is to modernize IT infrastructure and communications arrangements, as using antiquated strategies and technologies will rarely yield the most positive and optimal outcomes in this undertaking. 

Business owners should always work to align themselves with service providers that can help ease the process of expansion. With the majority of the backend work being completed by qualified professionals, managers and other leaders will have more time to take care of the more complex operational demands that come along with opening new offices. 

Tools to ease the adjustment
Depending on what the business does and how the management structure works, different tools will be better suited. However, here are five tools that all small business owners should consider deploying when working to manage data across multiple office locations:

  1. VPN: A virtual private network is among the most essential solutions to have in place when multiple office locations are interacting with one another and sharing sensitive data in the process. The networks enable secure and streamlined sharing of files throughout a variety of locations. 
  2. Mobile file share app: When many employees are working remotely and on-the-go, having a mobile file sharing app that is consistent throughout all devices will help. This app can help minimize mismanaged aspects of data, all the while streamlining the information sharing process for employees. 
  3. Cloud storage: Few solutions can compare to the power and efficiency of cloud services when it comes to expanding operations and optimizing the data management process. Businesses should always consider leveraging cloud computing applications, infrastructure and platforms to centralize the management of inter-office data. 
  4. Analytics tools: Especially when there is a high volume of data moving around, many companies will benefit from using a data analytics tool to get a better handle on the general ebb and flow of information among the offices. Without any type of analytics strategy in place, the data will also run the risk of losing its value. 
  5. Encryption: Security is likely the most common priority for companies in the modern market, especially when it comes to sharing sensitive information among a variety of office locations and remote workers. As such, data encryption tools should be used consistently and for virtually all information at rest and en route. 

Take clouds seriously
Businesses that are expanding always need to ensure that they are doing so as efficiently as possible, and the elasticity of IT capabilities is often the biggest question mark in these situations. As such, cloud services can be used to dramatically improve the flexibility businesses have while expanding operations. 

Between fewer costs, centralized management of systems and data, the enablement of mobility and generally enhanced accessibility to data among all of the various employees, cloud computing is a force to be reckoned with when it comes to expanding offices into multiple locations. With the right solution provider, companies will be able to smooth out the process of managing expansions in the future. 

Topics: Tech Advice