[2024] The Complete Guide For File Sharing Software

The speed of business development today requires the organization to manage, control and manage every temporary data flow between the system, the team, and the ecosystem partners. However, the file size, data format, and the huge amount of data flowing through the enterprise require the enterprise to have the appropriate technology to ensure that enterprise data can flow freely and remain safe when it is moving and stationary.

However, if the IT department does not provide the secure file transfer service functions required by the employees, they will only download the required functions. Such "shadow IT" solutions bring various security, governance, and control challenges, which may cause your business to suffer losses.

It is important to fully understand why it is important to have secure file sharing tools for the enterprise, so it is important to realize that if you don't have one.

What is file sharing?

File sharing is a practice of sharing or enabling access to digital media (including documents, video files, graphics, etc. When you move one or more files from your local computer to another computer or remote location, you have used the following file: sharing process.

File sharing method:

• Removable storage device

• USB-Universal Serial Bus

• The centralized server on the computer network

• All users are connected to a single server

• Web-based hyperlink document

• Google Docs, Microsoft Online, etc.

• Distributed peer-to-peer network

What is secure file sharing?

Secure file sharing is the process of sharing files securely or privately. Secure file sharing allows files to be shared between different users or organizations in a protected mode, which prevents intruders and unauthorized users from using it.

Secure file sharing is usually done by encrypting files at a destination at rest or in flight. Most secure file sharing services or software providers ensure the security of file sharing by restricting access to files, allowing only authorized personnel to access, view, or download files.

File sharing security risks

Why do you need a secure file sharing solution?

In modern enterprises, there must be a secure file exchange platform that can be relied upon. As always, security is paramount, and companies must also find an easy-to-use and adaptable file-sharing platform. When the company does not provide appropriate options, end-users will find their consumer-level solutions to use.

Loading in the file sharing market is guaranteed that their tools are the best and most reliable suppliers of choice. However, there are some important differences between enterprise-level file sharing solutions (solutions built specifically for the exchange of business data) and cloud-based, consumer-level file sharing options designed to share large files with friends and family.

What are the risks of sharing files?

1. Lack of control over data

One disadvantage of most consumer-level file sharing options is that companies simply cannot exercise the necessary control over their data. When employees download these consumer tools and use them to share with external entities, they will take business information outside of the company’s IT scope, which means that for security and integration purposes, IT departments cannot control this information. In addition, many companies have encountered security vulnerabilities because employees use these personal file sharing tools on their work-posted devices and open up another vulnerability point in the business network.

2. Lack of visibility into data flow

Cloud-based user file sharing tools used outside of the IT department hinder full visibility into company-wide information exchange. If the business data flow cannot be viewed, IT staff will not be able to adequately track the files entering and leaving the company. This lack of transparency can hinder your organization’s ability to ensure compliance with internal policies or external authorizations and agreements and can bring fines, fines, and risks to the company’s reputation.

3. Lose BYOD policy

Many organizations have established a Bring Your Device (BYOD) policy, which essentially allows employees to bring their devices to use and access on a secure company network. However, improper implementation of many BYOD strategies will stimulate many security issues in IT when users mix business and personal data sharing. In addition, although BYOD strategies tend to save organizations money and additional costs for purchasing new devices, they can also pose security risks when devices are stolen, lost, or misused and expose potentially sensitive data.

The outdated method of file sharing

Compared with previous methods, today's file sharing options have become more agile, flexible, and safest. Some of yesterday’s file sharing solutions now seem outdated and cannot meet the strict security requirements of modern enterprises.

1. Traditional mail/paper documents

Who has time to sit down and wait for something to be sent via snail mail? Timeliness is the name of today's game, and everyone in an enterprise, from top managers to IT administrators, needs to deliver its information as quickly as possible. In addition, because there is too much information, manual archiving of important data may cause problems, so it is not only easy to lose the trace of these files but also rely on individuals to remember the file name and its storage location.

Traditionally archived documents can easily fall into chaos within the enterprise. It's easy to mislabel something or put it in the wrong folder, and how should the company access that information when it needs it? Manual archiving of documents also does not allow cross-file data integration and data sharing, which is a must in today's enterprises. Moreover, if the file is not integrated with the database, the enterprise is at risk of data duplication.

2. Fax

Surprisingly, there are still many companies that still rely on fax machines to transmit or receive important documents, especially in the healthcare, education, and government sectors. People think that fax machines are more secure than e-mail, but unless encryption and decryption are set on both ends of the phone line, this is not the case. Compared with the widely used electronic document transmission solutions, old fax machines also waste paper, take longer to send or receive documents, and are generally inefficient. As an alternative, computer-based electronic fax solutions allow companies and organizations to send and receive faxes electronically and integrate digital faxes with back-end systems such as EHR or ERP.

3. USB Drive

Cloud services have evolved, but in today's modern enterprises, many companies and individuals still rely on USB drives. Although it is understandable why it is difficult to let go of the small device in the pocket, this is understandable, but there are some drawbacks to using a USB drive. The first disadvantage is that because they are small, they can be easily misplaced or even lost altogether. For those who keep very sensitive information on a USB drive, if the drive is not properly backed up and the device is lost, the sensitive or proprietary information will also be lost.

Another disadvantage of using USB drives is that most people will not perform any level of encryption on their devices, which increases the risk of piracy and/or theft. Finally, because USB is a physical device, it is inconvenient for most users to store the USB device in a different location from the host computer that uses it. Therefore, it is not even possible for a USB device to back up, so in the event of a disaster or theft, both copies of the data will be destroyed and it is unlikely to be restored.

4. Cloud file sharing service

No, the cloud is not out of date. Never. However, if an enterprise chooses a cloud-based secure file transfer solution, it must pay attention to data security issues. First, cloud destruction does happen. Increasing consideration must be given to the occurrence of unimaginable destruction or malicious attacks. Therefore, companies need to make plans instead of making plans under unimaginable circumstances. Next, consider whether public cloud solutions provide sufficient security to meet the requirements of emerging and evolving enterprises. Finally, due to the universality of file sharing use cases and the expectation of ease of use, many business users will find a way to share files regardless of security considerations. This usually leads to shadow IT.

Although cloud-based secure file transfer and sharing are easy, please consider the following potential data incidents:

1) The employee circumvents the file size limitation of the email by sending a file sharing a link, accidentally exposing the patient's PHI.

2) A popular file sharing application grants itself system administrator permissions and can control the ability of Apple computers without first seeking user permission.

Kaiser Permanente was forced to notify 600 members of the violation after the patient's name, the medical record number, and medical procedures were disclosed via a Dropbox link shared via email. And in 2016, it was reported that Dropbox would automatically override OS X user preferences and gain system accessibility, and the security issue was ultimately resolved by Apple instead of Dropbox.

Although the cloud will continue to become more popular and its security improved, companies must understand all the risks involved in using cloud-based solutions, including issues related to data ownership and how to protect data, which is indispensable.

Why you need the best file sharing option

When you understand the inherent risks posed by insecure equipment and tools, tasks will become the best choice for finding safe sharing of data. Enterprises need a secure file transfer tool that not only has a leading position in security but also organizes and moves data at the speed of business. It also provides a secure file sharing application that supports the collaboration of employees, customers, and trading partners that are critical to today's businesses.

Enterprise-level file sharing solutions have several major advantages, including:

►Data security, eliminate security vulnerabilities and governance challenges through structured access control

►Collaboration, connecting internal and external file sharing and collaborative workflow

►Auditability, tracking all documents received or sent by the organization

►Scalability can develop and expand with your business

With the right tools, your business will get a modern way to control file sharing, messaging, and file transfer, all of which can be done from one platform. This is why your secure file exchange system should have the following characteristics:

► Advanced encryption for moving and static data

► Structured user authentication

► Advanced logging, reporting, and dashboard tools

► Process automation function

► Virus scanning and data loss prevention (DLP) functions

The best secure file sharing platform

A secure, reliable and scalable managed file transfer (MFT) solution can quickly connect to internal systems and your business ecosystem, while quickly moving data and maintaining compliance in all data interactions.

Some of the business-friendly file sharing features built into leading MFT solutions include:

►Powerful data movement: The MFT solution has unprecedented protocol and data connector depth, expands simple file sharing functions, and enables organizations to promote seamless internal and multi-enterprise data flow.

►Integration: Enterprises can integrate all ecosystems, applications to applications, multi-cloud, and other business-based file-based integration processes into one platform for centralized control and management.

►Dashboard: Easy-to-use dashboard and visibility tools to track all data flows and visits, and provide business intelligence for various people. Such features can also simplify the review process for more regulated industries such as healthcare and financial services.

►Process automation: The use of APIs to easily build, convert and automate integration and programmatic file flow MFT solutions is vital for enabling file-based integration processes between applications in large-scale hybrid integration and multi-enterprise B2B models.

The days of "unmanaged" file sharing processes should have been long. The MFT platform with built-in file sharing functions reduces the risk of data leakage and potential violations of customer SLA.

Enterprise file sharing tool with Raysync

Raysync has a centralized platform that manages and protects all managed file transfer and ecosystem messaging needs. With the help of a pre-built connector, you can start transferring files within a few hours, secure file transfer protocol (secure FTP) support for all trading partners, and secure file sharing applications for enterprises, the Raysync platform can provide you with complete And you need to manage full control of all important business data flows.

Companies can gain true end-to-end visibility and audibility on all mission-critical data streams and know that their data (and their customer data) are protected and meet industry requirements and partner SLAs can relax with confidence.

The risk is there; don't hesitate to put the company's data and reputation at risk. Schedule a presentation with Raysync now and learn how enterprise-level secure file sharing has become the key to a modern business integration strategy.