Secure file sharing platforms or solutions have gained significant interest within the corporate sector recently, and for good reason. They are a huge part of what keeps private data from being stolen or modified without authorized consent. As we explain what secure file sharing solutions do and how they function next, their importance should become self-evident.
What is a Secure File Sharing Solution?
A secure file sharing solution can be defined in its simplest form as an encrypted file delivery system which protects the shared data from unauthorized access in both transit (128-bit SSL encryption) and rest (256-bit AES). For example, Globalscape has secure file sharing solutions that encrypt and protect shared data against data theft/corruption/modification while ensuring mandatory compliance with HITECH/PCI DSS/SOX/HIPAA/GDPR, as and when needed. Now that we know what it is, let’s get into some of the most important and useful applications for which a secure file sharing solution is needed.
Client/Customer Data Security is a Legal Mandate
Storing and sharing data is a continuous internal process for all businesses in general. Consequently, having a unified and versatile sharing platform that’s not just user-friendly, but also up to date in security measures and applicable compliance factors, is not to be considered optional. For example, unless a healthcare worker is using a HIPAA-compliant platform to store and share patient data with relevant parties, they are not only endangering the data itself, but also creating grounds for future legal action against their employer due to the HIPAA violations.
Unification, Transparency, and Perfect Control Over Sensitive Data
Once file sharing has been unified under a verified and encrypted file sharing service, it should provide the admin with complete transparency and granular control regarding who can share what with whom and when. Therefore, an admin can greatly decrease any chances of unauthorized access to private data files. Even if that happens, the complete transparency provided by a secure file sharing platform should make it impossible for any suspicious activity to stay hidden.
Mitigating the Impacts of Shadow IT
Shadow IT refers to SaaS services and software applications which are either installed on a corporation’s main system or linked/connected to it without admin knowledge or permission. They are usually a result of unsanctioned steps taken by an employee at some point, most likely believing their step to be justified in its end goal.
While it is true that going through the chain of command at every step can affect productivity, the potential negative impacts of shadow IT far outweigh the temporary merits of taking such measures. The most common examples of shadow IT’s adverse effects are as follows:
- Unrealized, unnecessary, and continuous drain on the corporation’s financial resources.
- Potential for the installed/connected applications to steal data in transit while sharing via a malefic/outdated/noncompliant platform.
There are also massive noncompliance risks to consider because admin can’t check a software’s/service’s security compliance certificates for validity if they are not even made aware of its existence within the system.
When a company provides their authorized personnel access to a secured, encrypted, and easy to use file sharing system, they will no longer need to share sensitive company information via any unsanctioned service. Strict measures should be implemented to ensure no one even has the option to do so either.