Communicating by e-mail is convenient, fast and cheap. But when an e-mail is too large because of an attached file it can run into serious trouble. The city of Munich is the most recent example of this.

Severe disruption occurred to the e-mail of Munich City Council who were unable to receive e-mails. According to the newspaper Augsburger Allgemeine, the reason was a very large email attachment that was sent to the City Council and blocked the line for several days.

This example is certainly unfortunate in terms of duration and effect, however the situation is quite typical and not only in the municipal sector. Staff use their e-mail program every day to exchange messages electronically and especially when a file is to be sent e-mail is the first choice. For the user this is the easiest way to send information electronically from A to B - quickly, easily and reliably.
However users don’t often consider the consequences that this can have in terms of the availability of the e-mail service to others or with regard to the security of the data they send, they just want to do their jobs quickly and effectively.

There are of course a number of options available for sending large files, ranging from the good old FTP server to modern cloud services. However, these methods often fail because they do not integrate into the normal working patterns and expectations of staff, the resulting additional effort cause users to reject the solutions. Many services require that both the sender and recipient install client software on their computers or create and manage user accounts that often also require a license fee. This quickly becomes a showstopper in communicating across corporate boundaries.

Many Cloud services are operated from outside the country of the sender especially by US companies and these typically do not provide the necessary degree of confidence in the security of the data such that that the IT department on the recipient side has blocked access.

Users are faced with a wide landscape of possible solutions, which do not interoperate with what they use, know and are comfortable with, and in some cases pose a security risk for data sent.
With Cryptshare this problem can be solved easily. Cryptshare transmits e-mails and files of any size ad hoc, fully encrypted and with a detailed audit trail. A Cryptshare server can be quickly installed in a company’s DMZ and using this server staff are able to communicate with any external contacts bi-directionally. External senders do not need any special invitation or local software, but they can send data ad-hoc – just like an e-mail. No user accounts are required or special licences, all they need is a recent browser.

With integration to MS Outlook or IBM Notes access is further simplified allowing users to send encrypted e-mails and large file attachments to external recipients directly from their usual email environment. Cryptshare is intuitive to use and requires only a few additional mouse clicks even in manual operation mode. In automated operation mode, the administrator can create powerful rules that define when a message will be handled by Cryptshare automatically. For example, when the message includes attachments that exceed a certain size, in this case the use of Cryptshare is completely transparent for the sender. He creates his e-mail message as usual, clicks on send and Cryptshare takes care of the rest.

Cryptshare not only relieves your e-mail system from large files reducing cost and keeping it available. It also ensures sensitive content is encrypted and all transfer activity is logged on the server to be audited at any time if needed.

To learn more about how Cryptshare makes your business more secure, please contact us!