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Dropbox Business Vs Box – 2019 Comparison

Comparison: Dropbox Business Vs Box 

The right cloud based document management systems (DMS) can make all the difference in your organization’s productivity. The ability to share documents and other content remotely in real time is no longer a luxury, but a necessity for most businesses.

Dropbox for business and Box both offer file sharing platforms that are generally well received in the business community. There are subtle differences, however, that can improve a company’s productivity based on what that individual company needs.

The Comparison – Implementation

Dropbox.com for Business Vs Box.com - 2019 Comparison

Box has been laser focused on the enterprise since its inception, while Dropbox has been focusing its Enterprise edition on B2B clients since 2015. However, Dropbox has built on the success of Dropbox, offering many of the same features. Both platforms offer similar collaboration tools, unlimited file storage and secure file access across devices. Dropbox Enterprise added to this feature set with precise admin controls for IT, domain management tools, support for deployment, granular collaboration insights and a team of customer success managers for clients. The latest apps that Dropbox includes in its package now have the ability to be embedded natively within MacOS and Windows file systems.

Box recently upgraded with Box Feed, a feature that gives personalized real time updates, recommendations and comments about files that a user is working on. These updates are tailored to the individual relationships in an organization. Box also introduced a brand new set of workflow automation tools under the name Box Relay, most recently updated in May 2019. Box Skills also gives users machine learning capabilities, allowing users to structure content with intelligent transcribing, classifying and labeling. The Box Skills Kit allows users to build their own custom skills.

The Comparison – Security

Dropbox for Business provides restrictions on sharing along with advanced end to end encryption and group management features. Files in transit are protected between servers and apps, and only modified blocks of data are synced. Users also have the power to wipe data remotely if an account is somehow compromised. Along with encryption, Dropbox also gives users network configuration and application level controls along with secure data transfer distribution. 

Administrators can use the Dropbox dashboard to track their teams, including sharing, devices and login history. Members can be instantly dropped or added. The one glaring weakness here is the lack of a data retention policy. Dropbox allows you to restore previous versions of files for up to one month, with extensions available if you buy a subscription add on.

Box does pick up on this hole in the market, however. Along with its file encryption and enterprise mobility management features, it also has custom data retention rules. Users can set retention for a certain number of months, years or completely customize it to a specific number of days or an indefinite period of time. Admins in the Box platform can fully manage their sharing and access policies both inside and outside of their core organizations. Full visibility reduces the possibility of data loss, and files are managed centrally along with policy, files and provisioning.

Box also encrypts data that is not moving as well as data that is in transit. Clients have the option to manage their own encryption keys. This can save a company time and money during a problem assuming that the company has in house IT that is properly trained. There is also physical protection of the infrastructure through multiple data centers and backup systems that allow Box to offer redundancy and a 99.9% uptime guarantee.

The Comparison – Collaboration

Dropbox offers multiple options for collaboration, most notably Dropbox Paper (document collaboration). Dropbox Paper makes information collection easy from different sources. This aids in the creation of assigning tasks, creating documents, simultaneous editing, chatting, searching and syncing files. The Wall Street Journal recently made note of  the fact that it used Dropbox for its entire field video solution, including sharing, previewing, editing, commenting and storing final cuts.

The Smart Sync feature in Paper gives individual users the ability to track and access their assigned tasks without the clutter of dealing with the entire project. This feature is available online and through iOS and Android devices.

Box counters with Box Notes, a real time tool for collaboration that is built directly into the Box core system. Notes streamlines the experience for teams on the web to view, create and edit documents simultaneously within one window. Notes also allows users to make notes, track updates, share ideas and plan projects.

Users can also create private notes within their individual Box folders to share later. As they make the notes public, they can also limit access to other team members who are relevant to that note. 

The Comparison – Pricing

Because pricing is kept private, it is best to call both companies to negotiate a custom price.

The Bottom Line

Both of these solutions are good for collaboration, and they both offer flexible link sharing, external sharing and invite only sharing options. They both have good integration with major operating systems and built in file versioning and recovery features. Which is best for you? It may be time to take advantage of the free trials to dig into the details !

How to Recover Permanently Deleted Files in Dropbox Business?

Dropbox is synonymous with file-sharing – 600 million users across 180 countries actively use it. Dropbox Business extends the reliability and agility of Dropbox to the organization with a collaborative workspace of productive tools. As of 2019, more than 400,000 teams were using Dropbox Business for their collaborative projects. With business-critical data increasingly being stored and shared, it is essential to understand how to recover deleted files in Dropbox Business. As multiple teams typically access a file, accidental or malicious deletion can easily happen. Add to that the risk of data breaches due to malware or corruption due to sync errors. How can an organization protect its Dropbox Business data?

Read on for pointers to restore Dropbox Business deleted files:

Using Dropbox Recycle Bin to Recover Deleted Files

Dropbox has a built-in feature to account for accidentally- or maliciously-deleted files. It isn’t difficult to accidentally delete an important file from Dropbox Business. Consider someone moving a shared file to their desktop Recycle Bin, not realizing that they would be deleting this file in Dropbox as well. Or, deleting a file that an employee assumes is not required anymore by the team. 

Here’s how to restore Dropbox files that have been deleted (but not permanently deleted):

  1. From your Dropbox account, navigate to Files on the left-hand side of the page
  2. Click on Deleted Files
  3. Search for the mistakenly deleted file name that you want to recover. You can also select multiple files or folders by using the checkbox
  4. Click Restore

Limitations of Dropbox’s native restore options

If a file has been permanently deleted, or if the file has been in the Recycle Bin for 120 days, it cannot be recovered using native options.

When deleting a file or folder, a user has two options. They can either delete from dropbox.com by clicking on an ellipsis (…) next to a file or folder and then choosing Delete. Or, on a desktop or laptop, they can drag and drop an unnecessary folder into the Recycle Bin or Trash. Once deleted if the user navigates to Dropbox Business, and selects the Permanently delete checkboxes, file recovery is not possible by native Dropbox options. They are truly gone forever!

Note: if you want to stop users from permanently deleting files or folders, you can restrict this feature on your team’s accounts using Dropbox’s admin features.

Consider that someone accidentally deletes a folder without knowing about it, and then a few months down, the folder is urgently required by the team. Or a crafty malware corrupts some files which are detected only subsequently. Or an exiting employee maliciously deletes a critical shared document.

Dropbox Business with all its phenomenal capabilities cannot protect you from data loss at your end due to malicious/erroneous deletion, sync errors or malware. The risks of data loss are many and mitigating them is only possible with the safety net of a reliable backup and recovery solution.

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How CloudAlly can Help

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Blunt the risk of data loss and facilitate easy self-service recovery with CloudAlly’s top-rated SaaS backup that was named by Newsweek as one of the Best Business Tools of 2019.

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