Using Secure File-Sharing Solutions to Improve Collaboration and Productivity

Secure file-sharing solutions can help your team strengthen security while collaborating for better productivity and peace of mind.

Worrying about data privacy and adhering to data protection regulations while trying to work effectively can be stressful and overly time-consuming. Traditional methods of secure data exchange for business purposes are no longer sufficient for protecting sensitive information during data and file transfers, both internally and externally. Today’s organizations face challenges relating to insufficient resources and yet are tasked with facilitating collaboration and working toward business process automation.

This is where secure file-sharing solutions come into play. These solutions provide a centralized, fortified platform for sharing and accessing files, with robust security features like encryption, access controls, monitoring and audit trails. They help you keep your data safe, and the automation capabilities offered by secure file-sharing solutions can lead to smoother collaboration and support compliance with regulatory requirements.

The Dangers of Relying on Inadequate File-Sharing Methods

Before diving into the benefits of secure file-sharing software, it’s important to understand the risks associated with using inadequate file-sharing practices. Despite the well-known security concerns, many businesses still rely on risky methods like sending file attachments via email or using consumer-grade file-sharing apps.

Consumer-grade file-sharing apps, while convenient, often lack essential enterprise-level security and control features. Files shared on these apps can contain sensitive information, such as personally identifiable information (PII), payment details and business plans. These apps can create vulnerabilities that lead to data leakage, unauthorized access and compliance violations.

FTP Server Vulnerabilities

If not properly secured, File Transfer Protocol (FTP) servers can be exploited by attackers as command and control centers for launching attacks on the network. FTP servers configured for anonymous access or using weak authentication are particularly vulnerable. Additionally, the FTP protocol itself lacks encryption, meaning that data transmitted over FTP is sent in plain text and can be easily intercepted.

FTP Sprawl and Shadow IT

Many organizations face the challenge of “FTP sprawl,” where multiple FTP servers are deployed across the network without proper management or security controls. These servers often run on different operating systems, use various scripting languages and lack standardized security measures. Each unsecured FTP server represents a potential entry point for attackers.

Shadow IT—the use of unauthorized applications and services by employees—also contributes to file-sharing risks. When employees use consumer-grade file-sharing apps without the knowledge or approval of IT, sensitive data can be exposed to unauthorized parties, and the organization may face compliance violations.

How Secure File-Sharing Solutions Improve Collaboration and Productivity

Secure file-sharing software offers a robust platform designed to facilitate more seamless and secure collaboration. Here’s how it empowers teams to work together more efficiently:

Centralized File Access

With a secure file-sharing solution, files are stored in a centralized repository, allowing team members to access the files they need from any location with any device. This is particularly important in today’s hybrid and remote work environments.

Simplified File Sharing

Sharing files internally and externally becomes more straightforward and secure with a file-sharing solution. Instead of attaching files to emails, users can share secure links to files and folders. Access to those links can be controlled, allowing users to set expiration dates, require passwords and restrict downloads. This helps to prevent unauthorized access and keep sensitive data protected.

Streamlined Workflows and Time Savings

Secure file-sharing solutions often include workflow automation features that streamline manual or repetitive tasks. For example, tasks can be scheduled to send, modify or delete files on a routine basis to save time and reduce human error. Notifications can be triggered when files are uploaded or changed. By automating manual tasks, employees can focus on higher-value work that drives the business forward. Secure file-sharing software also reduces the time wasted on inefficient file-sharing methods.

More Secure External Sharing

Collaborating with external parties such as clients and partners is more streamlined and secure with a file-sharing solution. Instead of relying on email, external users can be granted limited access to specific files and folders through client portals. This approach keeps sensitive data better protected while enabling smoother external collaboration. Audit trails also keep a detailed log to refer back to when you need to know who uploaded, deleted or modified files and when the changes occurred.

Mobile Accessibility

With secure file-sharing software, employees can access and share files on the go using mobile apps. This empowers teams to collaborate from anywhere, at any time. Considering that the number of mobile workers in the U.S. alone is expected to reach 93.5 million by 2024, mobile accessibility is essential for collaboration.

Compliance Efficiency

For businesses in regulated industries, maintaining compliance is table-stakes for productivity. Non-compliance can lead to costly fines, legal issues and operational disruptions. Secure file-sharing solutions help customers meet compliance regulations by providing audit trails, access controls and data governance features. This reduces the manual effort required for compliance tasks, allowing employees to focus on core business activities.

Choosing the Right Secure File-Sharing Software

To maximize the collaboration and productivity benefits, it’s important to choose a secure file-sharing solution that meets your organization’s specific needs. Here are key factors to consider:

• Security features: Look for a solution that offers robust security capabilities like up-to-date encryption, multi-factor authentication, granular access controls and comprehensive activity logging and reporting.
• Usability: The solution should have an intuitive, user-friendly interface that makes file sharing and collaboration straightforward for employees. Complex, confusing tools will hinder adoption and productivity.
• Integrations: Consider how well the solution integrates with your existing IT environment, including identity management systems, productivity tools and line-of-business applications. Smooth integrations will streamline workflows.
• Scalability: Choose software that can scale as your business grows, accommodating increasing file sizes, user counts and data volumes. The solution should support your long-term collaboration and productivity needs.
• Compliance support: If your business is subject to regulations like HIPAA, GDPR or FINRA, look for file-sharing software that can help your company meet the necessary compliance certifications.

The Progress MOVEit Advantage

One secure file-sharing solution for your organization to consider is Progress MOVEit. MOVEit is a robust managed file transfer and secure file-sharing solution designed to improve productivity and help protect sensitive data.

With MOVEit, businesses can:

• Access files from anywhere, while centralized storage and granular access controls help keep data secure.
• Take advantage of encryption, multi-factor authentication, detailed audit logging and reporting to support rigorous security and compliance requirements.
• Boost productivity through workflow automation and integration with existing tools and applications.

MOVEit also helps organizations meet stringent security and privacy regulations, including HIPAA, GDPR, PCI DSS and SOC 2 Type 2.

Ready to learn more about secure file transfer software? Download the ESG Group whitepaper about how the right tech for secure data and file movement can help scale your file transfer activities to accommodate growth while delivering robust security and reliability.