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Why do you need a secure exchange of files?
When an organisation needs to share confidential information with an external source, be it a customer, supplier or user, things can get complicated. Organisations need to make this information available to intended participants and make an effort to maintain confidentiality and security – in the interest of the organisation itself and in accordance with applicable industry laws, standards and regulations.
Finding a solution that meets your safety and accessibility needs can be challenging
However, secure file exchange technology makes it easy for businesses to stick to this line – by simply clicking a button, you can exchange files with others and you can be sure that your file exchange actions can be monitored and recorded.
These are some of the common methods that modern organisations use to exchange files:
Paper
A centuries-old method of exchanging information. However, paper can easily get lost in the bustle of everyday business operations, which is particularly unpleasant when dealing with important or confidential information. Paper documents containing confidential information are also more difficult to remove without recovery.
E-mail address
Although you can protect the attached file with a password, e-mail messages themselves cannot be protected by a password. They can be encrypted, but this does not in any way mean that the content is safe when it reaches its destination.
File Transfer Protocol (FTP)
Another option for file exchange is to use an FTP server. Think of it as a network drive with a very specific way of moving files to and from it.
Your IT department may be able to create its own settings and functions, but this is only possible if you own the server and it requires hard work as it takes time and resources.
A more secure approach to file exchange
The secure file exchange software offers a more limited alternative to paper and email, but remains simple and easy to use.
It also provides powerful security without requiring extensive infrastructure or IT resources:
1) Password protection helps to ensure that once a file reaches a customer, participant or buyer, only those with a password can view it.
2) The content placed in the cloud means that your organisation does not need to set up external network security to exchange files.
Expiring URLs limit the time for sharing. This significantly reduces the risk that others will post your link over an extended period of time.
3) Deactivating a link can be done with some secure file sharing tools. This functionality adds flexibility by allowing you to close the link regardless of its validity period.
4) Audit logs are probably one of the most important reasons to choose a secure solution for file exchange. Strict data management rules are becoming more and more common in industries, countries, states and jurisdictions. One of the easiest ways to reassure auditors is to keep accurate logs of their activities, including file exchange.