Best File Sync Software in 2023 for Your Organizations

Synchronization, also referred to as sync or syncing, is defined as the process of constantly assuring that data stored in one location is the exact replica of the data from the other location. This data can include anything like images, texts, emails, notes, documents, etc. 

Moreover, synchronization also implies that the data is automatically synced or updated through some particular rules. Dropbox is a typical example of a file sync app. It syncs data between your device and its servers.

Synchronization includes the following functions:

• Mirroring of file and folder permissions

• Mirroring of file and folder rename

• Mirroring of file and folder moves

• Mirroring of file and folder deletes

In simple words, it can be said that file sync is just like file transfer with a continuous process that makes sure that all the files and folders remain updated all the time.

There are two types of file synchronization. One-way file synchronization and two-way file synchronization.

One-way File Synchronization: In this type of syncing, updated data is copied from the source location to one or more desired locations while no data is copied back to the original location.

This creates an exact 1:1 replica of all files in Source to Target. This is very useful and effective for backup (backup software) purposes since only changed/new files are copied.

Example: If there is a new file in Location A - consider it as a source location - then, it will be synced to Location B. We can refer to it as a target location. But when a new file is placed in the target location, then it will not be synced to the source location. Similarly, when you move or delete a file from the source location, then the same will be moved or deleted from the target location. But this will not be the case when you do the opposite.

Two-way File Synchronization: Here, the updated data is copied in both ways. This is generally done for the purpose of keeping two different locations similar to each other.

Example: Let’s say there is a fresh file at Location A, then it will be replicated to Location B. And, if there is a fresh file in Location B, it will be replicated to Location A. In the same way, if a file is moved or deleted from Location A, then it will be moved or deleted from Location B as well and vice versa.    

File synchronization software is used to save copies of the data that is on-premises to another location or device or to the cloud. The files that are synchronized can be generally accessed through a Web-based portal.

File sync tools are like personal assistants that work behind your back round the clock ensuring your files remain updated and backed up. And you have the flexibility of accessing it from any device on any platform from anywhere anytime.

Syncing is carried out between two or more systems/devices. Syncing is an automatic process and a lot of devices these days come with a sync feature to keep users from losing their data, and enabling them to access and update data from more than one location.

The most basic example of a syncing system is email. Most of us use email services like Gmail, Outlook, Yahoo, etc. on computers or smartphones. So, for instance, when an email is deleted from either the system or through an app, then that particular email will also get deleted from the server where it was being stored. This means that email won’t be available anymore no matter from where you access your email. Similarly, it works the same way when any new email arrives in the inbox. It will appear in all the places where that email account is set up.

Phone contacts is another pretty good example of synchronization. Today, All the smartphones not only allow you to store the contacts but it also gives you the option to sync them with the company’s servers or the operating system’s servers. This can be of great help because in case your phone gets lost or damaged or you just want to switch to a new phone, you can get your entire contact list with just a few taps.

Also, the syncing is not just limited to emails and contacts, you can sync audio files, images, videos, documents, or virtually anything you can get into a computer!  

There are ample software available in the market. And when it comes to best file synchronization software, picking the right software according to your organization’s needs is crucial. That is because file sync software are supposed to be active all the time for its optimal use. Data needs to be synced and backed up without fail as mishaps can happen at any time. 

Price and features are two of the most fundamental aspects to consider before implementing any software, keeping that in mind, here are some of the best file sync software for Windows and Mac OS: 

• Good Sync

• Syncplicity

• Resilio

• Sync.com

• Google Backup and Sync

• DropBox

• SyncMate

• ChoroSync

• iCloud

• SugarSync

Unlike before, now we have cloud storage applications like Google Drive, OneDrive, etc. to store data online. We no longer have to rely exclusively on our local hard drives or external hard drives for data storage. The development of cloud storage systems means you have a plethora of options to where and how you store your data for both work and personal purposes. 

Here are some of the top advantages of using file synchronization software:

Eliminate duplication of files: it is a common phenomenon that you’re running out of space on your device and you upload your files on cloud storage. Then later, you forget to delete those particular files from your device and you end up uploading the same files again. This means now you have duplicate files eating up your storage space.

Security and protection of data: People often like to have physical copies of data like photos and videos. But what if you lose your CD/DVDs or flash drives or what if it gets damaged? You run the risk of losing all your important data. 

This is where cloud file sync software comes to rescue. It can be an excellent backup option as it creates copies of your data on different storage systems, i.e., your computer’s hard disk, cloud storage, or on a drive of a networked device.

Ideal for mobile workers: Imagine the scenario when your phone or laptop gets misplaced or stolen. Wouldn’t you be worried about all your data? Sure you will. And what about your employees’ personal devices? It would be catastrophic if they lose or break down their device in the middle of an important project.

This is far from a perfect world. Mistakes happen all the time, devices can get stolen, damaged, or simply stop working at any time. Such events could cost you a significant amount of time or money especially if you own a business and don’t have file-syncing software in place.

Improves confidentiality of files: The best file sync software allows organizations to control and manage the privacy & confidentiality of certain documents belonging to clients. Due to the sensitive nature of some files, it is essential to limit their access in order to prevent any kind of data loss or leak. Information in papers, pen drives, CDs/DVDs, external drives, or even emails is always at the risk of falling into the wrong hands. And you can’t take any chances with such sensitive documents.  Therefore, file synchronization software not only allows total control over the user access and permission of files but it also lets you track the user activity. 

Uninterrupted access: With real-time file sync software, your data is available instantaneously, providing information anytime, anywhere. Therefore, it eliminates the need to duplicate files and sending them from location to location, which eventually saves a lot of time and effort. 

Storage and security: Files are stored in one location and synced automatically by the system so that they can be accessed from different locations and devices. Only those who are granted permission can have access to the stored data.