How to Choose the Right Secure File Transfer Software for Your Business

Here’s what you need to know when upgrading your business from a homegrown solution to managed secure file transfer software.

In today’s digital world, data breaches are more common than ever. And with so many businesses going remote or global, your homegrown solution will no longer do the job. Managed secure file transfer software is essential. But with so many options out there, how do you choose the best one for your business?

In this article, we’ll walk you through what you need to know when upgrading from a homegrown solution to managed secure file transfer software, based on your business needs and budget. Let’s get started.

The Risks of Insecure File Sharing and Why Your Business Needs Secure File Transfer Software

When it comes to sharing and transferring files, your homegrown solution managed by your IT department was likely appealing at one time. However, the landscape has changed drastically. Now, if you are a business with a homegrown solution, you are taking a risk.

Without advanced security controls and security protocols, hackers can gain access and steal customer data, financial records, intellectual property and more. The costs of a data breach are staggering—averaging over $4.45 million per incident, according to an IBM report. For small businesses, the damage can be catastrophic.

When you opt for a managed secure file transfer solution over your homegrown solution, your files are better encrypted at rest and in transit, complete with an auditable access trail. This helps restrict access to authorized parties for viewing, downloading or sharing your files.

Assess Your Business’s Secure File Transfer Needs

When selecting managed secure file transfer software for your business, start by determining how complex your file transfer needs are. Ask yourself these questions:

• What encryption standards and access control are must-haves?
• Do I need a solution that can scale to meet growing transfer needs? If yes, you’ll want an enterprise-level solution with advanced automation and scheduling capabilities.
• Who needs to access these files, both internally and externally? Think about permissions, user authentication and audit trails to keep tabs on who’s accessing what.
• What existing systems will I need my secure file transfer solution to integrate with?
• Does my solution need to support transfers between all business systems, whether Windows, Mac, Linux, mobile or mainframes?
• Which industry standards and regulations do I need to comply with? Reporting and auditing tools can give you insights into file transfer activity, security events and user access.
• How easy to use do I need the interface to be? If non-technical employees will be using the system, an intuitive, easy-to-use platform is key. Robust, complex tools can be overwhelming—no matter the experience level of the user. Ease of use benefits all users.

Key Features to Look for in Secure File Transfer Software

When choosing secure file transfer software for your business, you want a solution with the right features to help keep your data safe and workflows efficient.

Security and Compliance

The top priority is enhancing security. Look for 256-bit AES encryption, two-factor authentication and software that can help your business meet compliance with regulations like PCI, HIPAA and GDPR. Automatic data retention policies, detailed audit trails and user access controls are also important for companies that need to maintain compliance.

Ease of Use

The secure file transfer solution should be intuitive and easy to implement, with minimal training required for your staff. Look for simple drag-and-drop interfaces, pre-built connectors to your existing systems and available 24/7 support. The easier it is to use, the more likely people will be to adopt it.

Scalability

Choose a platform that can grow with your business. Look for a solution that offers scalable storage options and that can accommodate increasing transaction volumes. The ability to create separate accounts, user groups and permissions for various departments is also key for larger organizations.

Advanced Features

For enhanced functionality, look for features like audit trails, reporting dashboards, automation/scheduling tools and API integrations with your other business software like CRM or ERP systems. Some solutions offer add-on modules for EDI, ad-hoc file sharing and business-to-business workflows.

Implementing New Secure File Transfer Software

Once you’ve evaluated your options and selected your new secure managed file transfer software, it’s time to implement it. This means configuring the software, training your users and planning for a smooth transition from your current system.

Configuration

Work with your software provider to configure the system to your needs. Determine things like:

• User access levels and permissions
• Folder structures
• Automated file routing
• APIs or integrations with other systems
• Branding and customization

A good provider will help guide you through all the options, so you end up with a solution tailored to your requirements. They can also assist with initial setup and testing to check that everything is working properly before launch.

User Training

Conduct training for all users on the new software. This includes:

• On-demand video training
• Documentation and help guides
• FAQs for common questions

Make training mandatory for all users to attend so everyone starts off on the same page. Refresher courses or one-on-one sessions may also be needed for some. The easier you can make the transition, the faster users will adopt the new solution.

Transition Plan

Have a plan in place to transition from your existing homegrown file transfer system to the new one. Things to consider:

• Running both systems in parallel for a period of time
• Migrating historical data and files to the new system
• Setting a firm cut-off date to stop using the old system
• Providing extra support to assist users during the initial transition

A smooth cutover with minimal disruption will help your users embrace the new software and realize the benefits it provides. With the right planning and preparation, implementing new secure file transfer software can be a straightforward process.

Getting the Most Value from Your Investment

Getting the most value from secure file transfer software means choosing a solution that meets your current needs while also allowing for growth. You want a platform that can scale as your business expands and has options to add additional features down the road.

Look for a solution with tiered pricing based on the number of users or the amount of storage space you need. That way you only pay for what you actually use now but have the flexibility to upgrade when the time is right. Some vendors also offer trial periods so you can test out different tiers hands-on.

See what other tools and capabilities are included. The more features bundled in, the more value you’ll get. Useful additions include:

• Audit trails and reporting to track file transfers, users and events.
• Automation to schedule and process recurring file transfers. This saves time and helps important files be delivered on time.
• Strong security including encryption, file integrity checks and detailed access controls. Robust security helps protect your sensitive data and gives you more control over who accesses what.
• Support to help you deploy, configure and optimize the software. Responsive support means you’ll get up and running quickly and stay up and running smoothly.

Evaluate your options carefully based on your needs today and tomorrow. The most value will come from secure file transfer software designed to grow your business and boost productivity every step of the way. Choose a solution focused on scalability, flexibility and adding value over the long run.

Be sure to include Progress MOVEit in the list of secure managed file transfer software you consider.