How to Ensure Secure File Transfer in 2020?
Secure file transfer is more important than ever. As the world becomes more dependent on data, sending and receiving files safely and efficiently is critical to business processes such as corporate security, team productivity, and even internal communications.
Unfortunately, companies are often blocked by lax or non-existent sharing agreements. Furthermore, transfer methods below the standard limit the file size, limit the number of transfers and slow down the transfer speed of digital data. As a result, information security is often threatened, and inefficient work processes can paralyze the team. Fortunately, this is the digital age, so there is no shortage of solutions.
Below, we will explore the different methods of sending files, their advantages and disadvantages, some best practices for file sharing, and the best tools and software to ensure not only fast data and information transmission, but also security. continue reading!
Today's devices store large amounts of data. Data is usually enclosed in distinguished names and can include documents, media, and even entire software applications. It usually needs to move from one location to another.
File sharing refers to the process of moving data from one device to another device or remote location, usually through a cloud-based system. In many cases, the recipient receives the file directly, while in other cases, any number of users with access to the cloud can retrieve the file.
Types of File Sharing Services
Cloud file sharing
Through cloud-based file sharing, users can upload files to a central repository. Just like data centers, clouds are usually hosted by third-party providers. There, other users with access to the cloud can retrieve the file. For security, users can specify the privacy level and the type of permissions placed on the file.
Share files via email
E-mail clients also provide file sharing services, allowing you to send data over the Internet. You can quickly upload and attach files, provide an explanation of their contents, and keep records of transferred files. This is a great way to quickly send smaller files to multiple recipients. In addition, many cloud-based programs allow you to share files via linked locations, which you can copy and paste into emails.
What if you need to share large files or sensitive data, but there are no network options available? As portable servers, storage devices such as USB flash drives and external hard drives prompt users to manually copy data from one device to another. They can share large files, eliminate cloud or network-based threats, and make users responsible for file transfers.
File Transfer Protocol (FTP)
File Transfer Protocol (FTP) is a primitive file sharing method, a set of rules for computers to exchange files with each other on networks such as the Internet. If you are surfing the Internet, FTP allows you to download files from a browser window. If you have a website, you can use FTP to upload or download files from that website’s server. On the other hand, companies can use FTP to share files from one computer system to another.
Benefits of File Sharing
No surprises here. The ability to securely share files allows companies to perform important business processes, such as teamwork, while also ensuring that files are restored and stored forever.
Easy to use-most file sharing tools are very easy to use. Cloud systems, email clients and removable storage devices all allow users to quickly drag and drop files between their devices and storage systems.
Collaborate anywhere-Cloud-based programs are particularly convenient for remote teams, because anyone with access to the system can upload and access files from anywhere via an Internet connection. Files can usually be shared publicly or privately, which expands the potential for collaboration.
Auxiliary storage-Although removable devices are very suitable for small file storage, the cloud has become the main method of auxiliary storage for enterprises. In most cases, files are stored on remote servers, providing important backups for important files and documents.
No need for additional hardware-File sharing via cloud technology saves you from having to purchase expensive additional hardware. You pay for the capacity and performance your business needs, while the provider bears the burden of maintaining the technology and hardware
File Sharing is Not Without Errors
Before choosing a file sharing solution for your business, you should know that sharing documents and data is not without inherent flaws and security risks.
Email clients are notorious for their limited upload capabilities. The ability of removable storage devices to store massive files is similarly restricted. Worse, they can easily be misplaced.
Then there is the issue of cloud-based sharing. For starters, data is usually taken outside of the corporate IT environment, and cloud providers may mishandle these data. But it is more likely that, especially on a multi-user platform, the information may be misused due to user error or carelessness. Once data is shared publicly, it is difficult to track.
These notorious vulnerabilities show that data shared through the cloud is not without significant internal and external security risks. If you are considering a cloud-based file sharing platform, make sure not only to retain data ownership, but also to easily transfer or convert the data to other systems. This is not always the case.
Moreover, many cloud storage services have bandwidth quotas. If your business exceeds this allocation, or only needs to increase its data limit, the additional costs will increase rapidly. In short, your business needs more space to store its data, and you have to pay more.
Essentially, FTP is an insecure method of sharing data. Although SFTP (or Secure Shell File Transfer Protocol) mitigates the risks of FTP by encrypting data transmission, it is very complex and technically difficult to implement.