Securely Share Information Internally and Externally
Are your employees sharing files via unsecured, untraceable environments? Ensure a standardized, seamless document sharing experience while maintaining full control and security over your information with ShareBase by Hyland. This technology is a stand-alone enterprise file sync and share (EFSS) product. With ShareBase, you can be confident that your file sync and share strategy seamlessly enables the sharing of information both internally and externally, while maintaining security and allowing you to retain full control.
Hyland sponsored a focused study of AIIM members to gather statistics on the sharing of data beyond the corporate network (What’s Happening with File Sync and Share?). These statistics are concerning, as these methods of sharing open greater potential for security problems as well as provide a scattered approach to document sharing.
- 58% of respondents are using third-party cloud apps for collaboration
- 65% of respondents are using file sharing tools not sanctioned by their IT department
With ShareBase, you can solve this problem once and for all. It provides a standard, secure strategy for sharing and collaborating on documents, both externally and internally. It also allows you full visibility into who’s sharing and viewing your documents, and where they’re going. And it delivers an excellent user experience, so users can shelve any easy-to-use, unsanctioned sharing tools they may have previously used to simplify processes.
ShareBase Core Capabilities
Maximum Security with Native Document Encryption
ShareBase was strategically built on Hyland’s private OnBase Cloud to provide maximum security. It uses a combination of strong cloud security and sharing security settings. This gives you enterprise-level security with a simple implementation regardless of the size of your organization.
ShareBase’s native document encryption is equipped with a personal encryption key which ensures that the content is secure. Its un-editable audit trails allow your IT department to see all content that is shared and who has viewed it. This way, you can stay on top of all activity related to your valuable documents and have peace of mind. And for good measure, Hyland has strategically positioned its global data centers so you can choose a region that best fits your unique needs.
Easy-to-Use User Experience
Your solution can only be successful if its adoption is widespread. Fortunately, ShareBase is optimized for an excellent user experience. It allows users to share documents from anywhere, whether they use the web, mobile devices, or desktop. Users can share files externally by sending out trackable links that are password protected. ShareBase gives each user the option to set permissions for their information. Documents in ShareBase are also easy for users to organize to their liking using tags and familiar folder structures. Excellent user experience also means that users can shelve any easy-to-use, unsanctioned sharing tools they may have previously used to simplify processes. This benefit in particular can help you mitigate risk within your organization.
ShareBase makes collaboration easier than ever before. It features tools like native editing within familiar applications. It also offers the ability to save versions of documents in ShareBase within the native application. Users can communicate conveniently using ShareBase’s chat feature. They can keep conversations alongside the document for easy access. And to keep on top of things, users can subscribe to notifications by folder and document.
Extend Your OnBase Solution with ShareBase
ShareBase allows documents to be shared outside of OnBase, collaborated upon and imported back in. Users can automatically capture documents uploaded to ShareBase and use Workflow to automate secure sharing and notifications within processes based on business rules.
Document Storage Capabilities
Along with its document sharing and collaboration capabilities, ShareBase offers secure document storage capabilities that you can add to the processes you already have in place.
Comprehensive Tools for Administrators
As an administrator, you want to have all the insights into your documents’ whereabouts that you can. Through its new Administrative Reporting layout, ShareBase offers you a full view into how your end users are using ShareBase. It even lets you see who has access to your documents externally. You can generate reports for your ShareBase deployment.
It also enables you to enforce the use of corporate email addresses and establish permissions at the folder or document level. Automatically revoke and transfer rights when users leave or change roles, mitigating unauthorized access and ensuring continuity during transitions.
03.Supports Compliance Objectives
There’s always the element of risk when it comes to sharing your content. With ShareBase by Hyland, however, the process of sharing just became a lot more secure. The technology offers strategically-designed tools and security measures that make protecting your content easy and thorough. ShareBase keeps external users’ hands off the internal network, without compromising smooth sharing or collaboration.
ShareBase was developed to grow with businesses, while remaining cost efficient every step of the journey. You can add users and teams as your business continues to grow and your needs change. And its ability to extend your OnBase solution means you can take advantage of automated document sharing as a part of your business processes.
Supports Compliance Objectives
ShareBase supports your organization’s initiatives, making it a very helpful tool for meeting compliance objectives. It features audit trails and administrator reports which are easily accessible to individuals who need them. Hyland also conducts penetration testing on its applications using third-party testers and internal testing protocol.
ShareBase is well suited for any business process. It interacts easily with all the systems that you may have in place. ShareBase’s RESTful APIs also enable your organization to create integrations as needed. This feature allows ShareBase to extend the capabilities of your preexisting applications, including OnBase.
Human Resources Department Uses ShareBase to Securely Communicate with New Hires
“We are a paperless company that automates our processes, and it seemed inefficient for us to start our new hires out with paper,” said Tricia Shields, director of human resources. “We have employees in remote locations from our headquarters’ HR department, so there was a need to be able to provide these remote individuals with information about their benefits and payroll communication and securely get completed forms back from them. ShareBase is a great way to do that”