Top 5 Sync & Share Migration Costs

Sync & Share Migration Planning

Many companies are considering migrating Windows File Shares to Cloud based Sync & Share vendors for department shares.  What are the Sync & Share Migration Costs?  As organizations contemplate moving files shares to Sync & Share vendor we need to consider the potential security, time constraints, risks and cost impact. While Sync & Share is great for collaborating on documents with teams inside or outside of the company, can it completely replace on-premises file server shares and be used as a file share alternative? What are the hidden costs of migrating to cloud based Sync & Share?

SharePoint Migration Costs

1. Sync & Share Migration Costs

Migrating organizations to Sync & Share is a complicated, challenging endeavor.  Many organizations may not realize it but Sync & Share systems are designed to be a collaboration platform – not replace file servers.  Migrating file shares to Sync & Share involves months of planning to sort and identify data to move from a pool of file shares that can go back years, if not decades.  To migrate files to Sync & Share, Files must converted to remove characters not allowed – for example (~ ” # % & * : < > ? / \ { | }.) and mapped to storage libraries to stay within the Sync & Share storage limits using specialized tools that must be purchased at an additional cost.  The process grows even more complicated when migrating organizations with highly sensitive data, such as government agencies, with a host of stringent compliance regulations to meet. Companies will need to budget for these hidden development and deployment costs when comparing Sync & Share to other enterprise file sharing solutions. In addition, most organizations do not have the specialized skills to successfully execute a Sync & Share migration and will need to budget for a vendor certified consulting provider to assist in the design and migration.  For organizations with many terabytes of file shares who simply desire to move to the cloud it may make more sense to migrate them to AWS or Azure file shares where NTFS permissions and files names can be retained and where storage limits are not an issue.

2. Vendor Lock-in and Data Sovereignty

Even if the organizations file shares can be placed in-country to meet storage location compliance regulation requirements what format are the files stored in? Are the files in a format that can be accessed even if the Sync & Share system or the Internet is unavailable? What happens if the organization wishes to move their files out of the vendors system?  If the files are stored in a vendors proprietary format what will be the costs to export, migrate and convert them to a new vendor format or back to native NTFS file shares?  In the case of most Sync & Share vendors all files are migrated into databases with their own set of permissions that cannot be easily exported back to their original NTFS format since all metadata is lost on import. Office files may also be altered so that all external links to other files are no longer valid once they are moved outside of the vendors file storage. Organizations will want to think carefully about the implications of moving files to any cloud services  proprietary format as they may find that if for any reason they desire to move to another platform the future costs of any migration will far outweigh any short term costs savings.

3. Long Term Archiving & Backup Costs

Traditional file shares can be easily encrypted and stored offsite indefinitely in their native NTFS file format, then easily restored at any time in the future regardless of any technology changes. With Sync & Share and other cloud storage, entire systems must be restored, or with most cloud vendors, deleted files are only retained for 90 days meaning additional archiving services must be purchased and paid for perpetually which store Sync & Share into long-term archives. These backup and storage costs will lead to additional support and subscription costs on top of ongoing subscription costs.  To meet compliance and archiving requirements the costs of maintaining duplicate systems for backup and data retention will need to be factored into any overall cost estimates.

4. Future File Storage Fees

If files are stored in cloud services online that are difficult or impossible to export they will need to be maintained in Sync & Share databases online.  What costs will the organization incur over time as archive data is maintained online?  Enterprises will need to budget for potential additional storage charges over time.

5. Training & Productivity Costs

Users are trained to easily grab their files from a mapped drive. With Sync & Share, files are stored in libraries that are accessed using a web-based interface or from within apps only. The interface looks nothing like Windows File Explorer. While there are 3rd party tools that can map cloud storage Sync & Share ti drive letters, they are slow, require additional administration and may not support Two Factor Authentication thus they cannot be used in secure environments. The costs of training and keeping employees on Sync & Share systems with there many advanced features and document management requirements can be significant.  In addition, most organizations find that they need to maintain an internal group of highly paid document management admins to enforce file storage policies and keep their Sync & Share storage from turning into a mess of disorganized files haphazardly placed in libraries or folders with no classification.  This administration requirement further adds to ongoing costs.

 

Cloud Storage Gateway

What is a cloud storage gateway?

Need to access file storage in the cloud?  A cloud storage gateway might be just what you are looking for.

Cloud Storage Gateway

As noted by Gartner: “Cloud storage gateways refer to the physical/virtual appliances or installable software that resides in an organization’s enterprise data center or public cloud network that provide users and applications seamless access to data stored in a public or private cloud. Users and applications typically read and write data through network file system protocols, such as Server Message Block (SMB) and Network File System (NFS), or through hosts that are connected using internet Small Computer System Interface (iSCSI).”

 

The MyWorkDrive Cloud Storage Gateway is unique.  Although files can be accessed in a cloud like manor, no actual files or user credentials are stored on the MyWorkDrive  virtual Appliance.  The MyWorkDrive Cloud Storage Gateway server acts as a bridge to files and proxies all requests for authentication and file transfers through the internet and translates them to native SMB and LDAP requests internally.   This provides for secure and scalable access to cloud storage without the need for VPN or complex file syncing software.

cloud storage gateway

The MyWorkDrive Server software is a hybrid cloud storage gateway solution that gives you secure file share remote access to file shares stored in the cloud or on-premises where they live.   Businesses use the MyWorkDrive Cloud Storage Gateway to connect to their files stored in the Azure using Azure Files, AWS using FSX or On-Premises using a single network port – HTTPS port 443.   Without a cloud storage gateway the customer would be required to use VPN to access cloud storage-based file shares – exposing the internal network and cloud storage to security vulnerabilities with lateral access.

Benefits of MyWorkDrive

MyWorkDrive’s secure access to cloud file storage is made possible by our server software, which provides a secure tunnel for access to local and cloud storage online and in Office 365 while continuously saving any changes back to cloud storage.  MyWorkDrive automatically detects internet connections and continuously monitors connections to ensure changes made from the cloud are written to local storage in real-time.  No files are ever stored in the cloud, ensuring employees have fast, reliable remote access to the latest files from any device and any location while maintaining security and control of company data.

MyWorkDrive lets you add cloud functionality to your cloud storage based file shares wherever they live.

  • Easy secure gateway to cloud storage using a Web Browser, Mapped Drive or Mobile clients in the cloud.
  • Reduce VPN Support Costs while increasing Security.
  • Stop Data Breaches with built in data leak prevention.
  • Collaborate on files in Office 365 while keeping files in your own cloud storage in native NTFS format.
  • No SQL Databases to manage, backup or license.
  • No migrating files or backups to new systems.

MyWorkDrive 6.1 Data Leak Prevention Mapped Drive Client Support Released to Preview

We are excited to announce the availability of of our new Data Leak Prevention (DLP) view of files in the MyWorkDrive mapped drive clients.  With this preview release, users will be able to view and edit files online directly from the mapped drive client while still being restricted from downloading as configured on the MyWorkDrive Server.  This feature eliminates training requirements for end users and the need to login from the Web Client by using a native view of files and folders in both Windows Explorer and macOS Finder – while adding DLP security features to protect sensitive data.

  • Prevent downloads of files and folders while still displaying files and folders in a traditional mapped drive client interface.
  • View, or Edit files online while blocking download, clipboard, printing, upload or renaming of files.
  • Watermarks and user details displayed and logged on all viewed files.

Check out our video on this ground breaking feature available only from MyWorkDrive!

 

In addition to our new Mapped Drive DLP viewer options we added these new 6.1 features and updates:

  • Native File Explorer Shortcut support
  • Locked Files Display Page
  • Improve Share Setup and Validation
  • Add import permissions button to existing shares to update permissions
  • Add import metadata url to Manual SAML
  • Improved support to manually support multiple SAML providers (author doc)
  • Web Client now uploads in 50 MB Chunks
  • Clustering Improvements to automatically share logo, SAML configuration
  • Clustering support for DUO 2FA
  • Mapped Drive Bulk Upload Report Export to CSV
  • Mapped Drive Client Windows Updated Driver Fixes
  • Support for Enhanced DUO Security Login “Modern Auth” Workflow (6.1 clients required)
  • Improved PDF Online Viewer Multi-User Performance
  • Add Support for viewing password protected PDFs in Online Viewer

Numerous other enhancements and fixes – Release notes are here.

Version 6.1 Preview Webinar

Join us: Thursday April 22nd, 2021

Start Time: 9:00 AM PST, (12:00 PM EDT, 5:00 PM UTC)

Register using this link:

https://www.myworkdrive.com/news/myworkdrive-version-6-1-preview-webinar

Can’t make that time?  Register and we’ll send you the video link.

 

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