About large file transfers in your business
Your staff create large files in their daily work using powerful office tools and it is inside these power-points, spreadsheets, excel charts, data bases, cad files, pdfs and so on that they capture some of the most important and confidential aspects of your business.
These files are quite large and with new technologies are getting larger; your staff want to use these files in many different locations and on many devices and the people with whom they share ideas are often outside your organization and the fact is the power of these ideas is most valuable when shared; and it is here you hit a serious problem.
The tool we would most likely select to share our ideas is e-mail, and e-mail simply does not handle large files well and is not secure especially beyond the boundary of your firewall. You have most likely by necessity set limits on the size of files that can be attached to e-mail and on the absolute size of e-mail storage for each member of your staff; when either of these limits are hit individuals are forced to make a choice about how to share the ideas they have been working on with others.
And here lies the problem; those choices include some safe, complex and expensive tools such as SMIME, or some less safe home built solutions such as in house ftp servers however increasingly staff are finding consumer grade e-mail and cloud services such as drop-box and g-mail the fastest ways to share what they want when they want.
There are many choices that are made, some if not all of these can be found in most work places and these choices create significant risks to your organization. We will show that by removing the flaws in e-mail you dramatically reduce your risk and so remove the associated problems.
Advantages of file transfer with Cryptshare
- Encryption of e-mail
- No size limit for transfer of files
- Documentation of all activity for compliance
- No user accounts needed
- No exchange of certificates needed
- No software installation needed
- All stored files encrypted
- Encrypted transfer of files
- LDAP Integration
Pros and Cons of file transfer methods
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Easily lost or stolen.
Very likely to turn up during waste disposal.
Whilst the cost of mass storage has fallen dramatically widespread use of removable media adds up. USB sticks are more expensive than CD and used widely across organisations, as is common leads to a significant cost.
Not a day passes without lurid details of security breaches where a USB stick or CD is left on a train, recovered from a dustbin or dropped in the street. Once the data is on these devices it tends to stay there. To test this look in your desk drawer, do you find any USB sticks? Now take a look and see if there is anything confidential on them…
Removable media gets lost and stolen, and it gets recycled. Even when encrypted it remains a material risk to data security and in many companies it is prohibited. It remains one of the most frequent cause of data breaches.
Very easy to use, very easy to loose.
Consumer grade. Places your most sensitive data outside into the "Wild West".
On the face of it very low until you dig into to it to find out who is expensing the drop box accounts. Suddenly it looks expensive, and the risk of compliance breach is very, very high.
Poor, in general the cloud solution vendors are fighting hard to defend private data but stories of breaches are frequent. In addition issues such as data location and legal jurisdiction are becoming new vectors for data loss or breach.
These services are used in an ad how and uncontrolled manner and so do not fit the governance requirements of an organization. Breaches when they occur cannot be defended.
Ease of use – These are appealing and easy to use solutions. They are a low stress choice for individuals and a high risk and complex problem for the organization to unravel.
Requires management of user accounts and may be a graveyard for data.
Once set up and running an FTP server is relatively cheap to run but they will most often occupy a member of your staff for some time to build and manage. Transaction costs are low but access may be complicated so user set-up and support will take time.
In house FTP servers are not secure. User access controls are frequently rudimentary and it is common to find large amounts of legacy data on older ftp servers which have not been purged, however they have the benefit of being inside your DMZ.
Large files may be handled by ftp servers, but controlled availability data integrity and user authentication are weaknesses and the concepts of non-repudiation are handled poorly. Some level of audit trail is possible.
For non-technical users ftp services are un-popular and with security being especially low outside the DMZ services based on ftp are sporadic in use. However relative ease of access and lower authentication hurdles mean that they are easy to use.
Securebut complex. Limited for ad-hoc requirements. Expensive.
Whilst offering comprehensive functionality these solutions are very expensive to licence to install and to manage. Because of their complexity they also create barriers to use, require training and often require external users are licenced.
Is high, encryption is strong if complicated to use multiple policy tools and options allow strong control. In general these products are designed towards narrow security functional requirements with the addition of features later on. Complexity may put some users off.
Good governance depends on use and if complexity or high cost, slow implementation or technical barriers intrude this is placed at risk. The products have the ability to offer high levels of good governance at a price, but they possess a downside risk.
Very wide functional capability mitigates against ease of use. Once mastered then always used but to truly gain the best of these tools extensive training is mandatory. Training introduces cost and time in implementation.
Still perceived as safe, but old-fashioned, slow and expensive.
Very expensive for each and every use and very slow by comparison to electronic communications. There is a $50bn per annum business shipping A4 sized envelopes around the world.
Good, documents are packaged and cannot be read and in general loss rates of documents are very low. The records of most modern logistics companies are excellent in maintaining security, breaches typically occur before shipping and after delivery.
Whilst use of courier services in very well established in certain markets many companies are seeking faster and cheaper ways to share documents with less impact on the environment.
Easy to use, but most often used by third parties, PA’s and secretaries. Ease of use tempered by very slow speed of delivery and return.
Complex to use, time-consuming to set up and operate. May conflict with other infrastructure.
More expensive than regular FTP and more complex to install and create SFTP can place a very large burden on your corporate IT infrastructure and on IT staff to install administer and manage. The need for user accounts and administration add to the costs.
Bringing encryption in transit and in storage provides short term security but often poor long term management of the data store. SFTP does have the benefit of running inside the firewall and being locally administered offers some configurability. In the long term SFTP solutions tend to be updated infrequently and are vulnerable to current threats.
SFTP services are rarely certified but they have some advantages, high security, clear process inclusion often policy driven and a clear audit trail. Against this is the problem of ad hoc usage and management which can place barriers to use.
Requiring a client installation SFTP takes time to set up and some level of training before it can be used. For the client end it is more complex to use than SFTP and policy creation is complex. Back to overview Learn now how to transfer files using Cryptshare.
Send large files with Cryptshare:
A short animation
Few companies regardless of sector, can avoid exchanging data packaged as big files. It happens many times daily and is now almost exclusively done electronically. Users face two challenges: Firstly, the content is usually pretty sensitive, and secondly, the file attachments are often too large to send via e-mail.
However, since the data has to be sent urgently employees, customers and business partners use solutions that are not in the control of the enterprise and lack basic data security, simply due to the absence of an alternative. We will discuss the best ways to share large files and show you the benefits of Cryptshare.
Sending large files, videos, power-points, CAD drawings and so on was and still is a task with unwanted difficulty. To send a PowerPoint presentation or similar data ad hoc as you would an e-mail attachment is likely to be blocked by your e-mail server, if not by yours then by the recipients e-mail system. There are many solutions to this problem, but certain criteria should be met.
For enterprises it is essential to be able to send and receive sensitive information and large amounts of data ad hoc, quickly and securely. Demands to exchange data - whether secret documents or big files - will increase in the future. Companies must have access to secure and easy-to-use solutions that are easily available to all.
The fact is that software solutions with which large files can be secured and sent that handle e-mails and offer an audit trail at the same time, are rare. The security you demand when transferring large files is only provided with a few applications.
That's why we developed Cryptshare in the first place. A secure file transfer solution that lets you send files of any kind, of any size, securely, anytime, anywhere.
When sending files, security is not the only issue. It should be possible to do quickly and easily too. A software solution for secure data transfer must be extremely user-friendly and available at point of need.
The e-mail and file transfer solution should be easy to use for all communication partners - employees, customers and suppliers. A user interface, which is well structured and guides the user, is essential.
Typically the solution brings the ability to customize the file upload and download to specific policies, while maintaining easy handling for all parties involved. The enterprise should, for example, define sender and recipient combinations and set file size limitations, if bandwidth needs to be protected. Sending files via e-mail should be handled away from the company's e-mail server and instead be handled automatically via the encryption software.
Trust plays an important role in business communication. Therefore, the web application of the encryption software must be adaptable to the corporate design of the company, showing that care is being taken.
In some industries specialized file formats are used for critical and mostly confidential material. In addition to security and ease of use your solution should have the ability to handle all file formats and files of any size. In order to be able to send very large files which the recipient can also receive, a receiving software must be compatible with a variety of possible file formats.
Every company depending on the industry has its own requirements for a successful data exchange: the employee of a film production company sends videos, a human resources manager rather contracts in the form of text files, but no special requirements should exist to inhibit successful sharing of large files.
Engineers, architects or technical draftsmen often send and receive CAD files. Banks, government agencies, the pharmaceutical industry and many other companies need to exchange information in a wide variety of file formats while respecting strict legal requirements.
No matter what your focus is on data exchange, with Cryptshare, you have a user-friendly software on your side that can be adapted to your needs for the secure exchange of large data.
How to satisfy your compliance requirements and users at the same time – while securing your digital communication.
Table of contents:
- What is shadow IT?
- How shadow IT comes about
- Risks of shadow IT
- Understanding the user
- Getting a solution that combines security and convenience
Prevent Shadow IT in digital communications
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