Managing projects, tracking progress, and communicating tasks are daily essentials for organizations, with many turning to productivity SaaS solutions to enable real-time collaboration and drive business growth. However, using multiple services can scatter files, reduce efficiency, and increase the risk of data leaks. Additionally, maintaining various platforms is costly in terms of time and resources for IT teams.
According to a report by Varonis, over 80% of organizations have unintentionally exposed sensitive data through SaaS productivity tools. This alarming statistic reveals that data leaks could potentially lead to losses exceeding $28 million USD for a single company, highlighting a critical security vulnerability that cannot be ignored. As a result, many companies are reevaluating their dependence on SaaS services. For example, Disney was recently hacked by a cybercriminal group that stole over 1TB of messages and files from Slack, prompting the company to discontinue the service.
Decentralized permissions and inadequate management of SaaS productivity tools can lead to security vulnerabilities
Unsafe use of SaaS tools is the leading cause of companies leaving sensitive data exposed, such as the lack of multi-factor authentication (MFA) and fine-grained permission settings. These gaps can leave the company’s cloud data wide open to external threats, leading to a major breach in cybersecurity defenses.
From the perspective of SaaS tools themselves, they enhance team and remote collaboration, allowing employees to easily share and access enterprise data. However, this convenience often leads to shadow IT, where departments independently adopt multiple SaaS tools without notifying the IT team. As a result, many third-party applications bypass the company’s security policies. Although SaaS tools include built-in security features, regular users may lack the technical expertise of IT professionals to configure these settings correctly, exposing the organization to potential vulnerabilities and cybersecurity risks.
Furthermore, many workers are not aware of the appropriate data types for storage in SaaS platforms, access permissions, and process management, leading to security vulnerabilities and data leaks. Example scenarios include sharing internal and external documents without setting file passwords, download and edit permissions, or link expiration dates, allowing malicious access to sensitive data.
However, productivity tools still play a vital role in organization operations. Synology Office Suite, built on a private cloud architecture, offers the ideal solution that combines security and efficiency, unleashing team collaboration capabilities while giving the enterprise 100% data control.
Deploying private cloud productivity tools can enhance security and efficiency for enterprises
Using private cloud deployment for productivity tools within an organization is more suitable for industries that handle large amounts of sensitive data, such as finance, healthcare, and education. Synology Office Suite provides productivity solutions ranging from file management with Synology Drive, collaboration platforms like Synology Office, email systems like Synology MailPlus, to real-time communication with Synology Chat, offering four major advantages for enterprises:
1. Regain 100% data control
All productivity tools operate within a private cloud, allowing teams to have the same convenience, but with complete privacy through the organization’s local network. This ensures that confidential files aren’t uploaded to external public clouds, reducing the risk of data leakage.
2. Centralized IT management experience
Synology Office Suite features a centralized management platform that simplifies the configuration and monitoring of user activities for IT personnel. This addresses the challenges of managing decentralized SaaS tools and their associated complexities. For example, in Synology Drive Admin Console, IT personnel can view the current status of the file server, check for files with abnormally large number of shares or accesses, remotely remove suspiciously connected devices, and delete synchronized files downloaded locally.
In MailPlus Server, IT admins can monitor email server health through a dashboard and quickly spot abnormal events using detailed audit logs, helping IT personnel ensure smooth daily operations with minimal time and effort.
Extended Reading｜Research Institute Chooses Synology Drive to Replace Traditional File Servers, Enhancing Operational Efficiency for a Team of Thousands
3. Granular file permission control
Synology offers comprehensive file access permissions. Employees can edit, delete, and share files configured according to company policies. Additionally, the access and deletion logs of each file can be monitored and exported to ensure auditing compliance. When sharing external files, employees can set custom passwords and expiration dates, as well as add watermarks and restrict downloads for sensitive files or folders.
4. Adding an extra layer of protection with backups
In addition to enhancing the security and usability of productivity tools themselves, files stored on Synology Office Suite are naturally protected by Synology’s built-in backup service. Whether IT personnel need to back up to another server or choose cloud backup for remote backup, they can rely on built-in tools to ensure robust protection for critical operational data.
Moreover, most cloud service providers charge based on the number of users, and companies need to be wary of sudden price increases in SaaS subscription plans. Especially for larger organizations, expenses can significantly increase at a moment’s notice, posing an inconvenient challenge for budget reevaluation. The benefits of adopting Synology Office Suite’s private cloud productivity solution include a one-time hardware implementation cost, with no recurring subscription fees. Even when infrastructure expansion is required, budgeting can be planned in advance, significantly reducing cost fluctuations.
Therefore, Synology Office Suite represents the intersection of security, efficiency, and cost-effectiveness for modern enterprises, trusted by leading companies across various industries such as education, healthcare, and finance globally. Currently, there are over 13 million active users worldwide enjoying secure and efficient collaboration services with Synology Office Suite, proving that it significantly enhances the productivity of enterprise teams, for both internal and external collaboration.
Want to learn more about Synology’s productivity solutions and how to safely accelerate enterprise productivity? Fill out the online consultation form now, and our experts will contact you: https://sy.to/consult-synology