When it comes to file-sharing, most organizations face the challenge of balancing productivity and security. But, with businesses seeing phenomenal growth towards digitization, there is a need to provide easy access to files between employees and third parties to achieve faster and more efficient business process growth. Easy file sharing and collaboration come with security threats too.
Files become more vulnerable, leading to the risk of data loss, any cyber-related attack, file corruption, or unauthorized access into the system. It is the reason file transfer security becomes of utmost importance for business organizations.
Today, businesses have started focusing on transferring and sharing crucial files under a robust vigilance and fortifying security layer. Companies are relying on digital technologies and unique solutions, such as advanced file sharing software. The system speeds up the file sharing and reporting process alongside providing robust security.
But first things first, let’s throw some light on file transfer to know what does it mean?
File transfer: Processes Involved
When you hear the words ‘File Transfer’, what is your first impression? Most people imagine that it is a process in which one person sends a document to another. While this is a good example of file transfer, it does not cover the whole concept.
Digging deeper into how the internet works, every action conducted online is file transfer. For example, if you log into your social media account, you transfer your data to that social media network. Similarly, if you are searching for something on Google, data transfer occurs again. And that cookie notice that appears on every site when visited for the first time? It is also a sign of data traveling between different parties.
And all the processes that fall under the File Transfer category, from the very act of sending a document to establishing a connection between devices and servers, should be secure.
The threat prevails even if someone accesses the information with a simple search. Surfing the internet is only safe for everyone when suitable security measures are in place.
Data Protection
Data collected during such surfing contain essential information about the session, device, and other aspects of an online identity. And having information stolen, albeit the virtual one, can lead to a very unpleasant outcome. But the situation becomes worse if the hacker attacks and trespasses the company data resulting in huge revenue loss.
A company website or an online e-commerce platform has always been a meaty prey for attackers. With tons of data being stored and transferred all the time, it needs adequate protection. What good does that bring?
- Corporate confidentiality is safe and sound
Companies prioritize safeguarding their crucial data and keep information out of the hacker’s reach. Businesses that take information security seriously are more likely to have data under their exclusive control.
- An impeccable reputation for reliability
When users visit a website or any other online platform, they expect it to provide a good service without compromising security. Adequate data protection increases the trust factor where users believe that their confidential information is safe, for example, while making online purchases. It tends to add a positive impact on the company’s reputation.
- Minimized losses - of both information and money
In some cases, losing information means losing competitive advantage or even suffering from direct financial losses. No one wants that! The best protection from such threats and attacks is faster investing in the best network security software aligned with high-end safety technology.
Business-Grade File Transfer Security
Architecture and Setup
A business that implements the software and hardware must answer the specific needs with security, capacity, and performance as the focal points. Just like it's not the best idea to use a residential property for commercial purposes, corporate digital solutions get the upper hand over consumer-grade ones.
All computers and cables must undergo all necessary checks to work appropriately and be viable enough to use. It may seem like a secondary aspect, but it is essential to safeguard all company devices.
The current Bring-Your-Own-Device (BYOD) concept has indeed improved employee efficiency and productivity. If the company pays adequate attention to security concerns, every employee starts using the devices provided by the company. It is because they know that there will be no breaches or unauthorized access.
But with Covid 19 pandemic, companies are forced to adopt a remote work policy where employees use different devices to carry their work. And it is tough to track who is using what kind of devices. Many companies are addressing this by providing their own device and considering VPN.
File Exchange Processes
Renowned cloud drives, such as Google Drive and Box, are premium options that can suffice the needs of any business enterprise, regardless of size. The file sharing systems are known for their top-class security and all-encompassing solution for businesses. It offers networking facilities at a safe level ideally required for today’s business processes.
Businesses are also using virtual desktop infrastructure software to secure data and bring more agility into their applications. The solution allows them to run the operating systems from a central location.
Workarounds
Other means of securely transferring files may not seem i-tech but work excellently to keep information out of any third party's reach.
Take USB drives, for one, or any other removable storage. While it's better to avoid uploading information to the internet, this is a perfect option. Everything stays within the corporate network - of course, as long as that USB stick doesn't take a trip to the computers in the outer world.
Storage Encryption
To additionally secure the storage contents, people commonly set a password for it using the BitLocker feature. This is how it works:
- Open the Computer and locate the disk in question—Right-click on it and select Turn on BitLocker.
- There's a window with fields for the password and its confirmation. It has to be strong; the system won't allow a weak password with no symbols, numbers, and various upper- and lowercase letters.
- After that step, BitLocker offers to create a password backup and select what to encrypt:
- And the preferred mode of encryption:
Choose the steps to confirm, and that's it! From now on, whoever wants to view the drive's contents will need to enter the password.
Now, all concerns are the physical security of the USB stick and the reliability of those who have access to it - but more on that later.
Other Practices
These may not be directly related to data transfer. But it may help you in protecting information from unwanted access. Depending on the type of files you want to cover, you can set expiry dates for the most sensitive files. It requires a different set of actions. The task becomes somewhat challenging due to a wide range of tools to read each file type. Also, all systems may not support the same expiration technology. For instance, JavaScript protects PDF files - but only in a few popular readers.
Also, the features that allow setting an expiry date are mostly not available in conventional-grade software. It calls for one more reason to select enterprise-level solutions!
User Permission Levels
This digital era is not enough to verbally assign a task and then begin without any approvals. Instead, there should be user accounts with different permission levels. This lowers the need for manual control - some users simply won't be able to access or edit the information they're not supposed to see or meddle with.
For instance, Google Docs have viewers, commenters, and editors. WordPress has a Super Admin, Admins, Editors, Authors, Contributors, and Subscribers. Other platforms may have different types of users, but, simply put, there's always an owner or a manager, possibly at different levels controlling the information access.
Legal Compliance
The first step before deciding on the methods and practices should involve checking with the legislation. As an organization, it is safe to follow all the guidelines specified. Depending on the field of operations, it may be obligatory for a business to follow HIPAA, GDPR, or other regulations.
Activity Logs
Activity tracking makes it easier to find who has done what and at which moment. Thus, if anything suspicious happens, it's always possible to check what exactly the problem is. Activity logs, together with notifications, keep the responsible timely informed about the ongoing processes.
Regular Site Maintenance
It again deals with the reasonable old control. It's a must for every business - in fact, for every site with no exclusions - to keep track of what's going on beneath the surface. Just like human health, the health of online solutions requires constant attention and sufficient preventive measures.
It starts with removing the already existing malware from the site - or, even better, with the very first launch of the site. Once every unwanted file is removed, the next move is to establish a regular maintenance plan. A well-thought-through schedule can substitute for troublesome and expensive cleanups and repairs later.
Connecting Security
Ensuring a secure file transfer is essential for both the business side and consumer side. The data transfer occurs at regular intervals, which require careful handling. It becomes more prevalent if users visit a particular website frequently.
Even if it's a moderate-complexity site that doesn't involve users frequently interacting online services deal not only with the business-owned data, but customers share their data, too. And that means this business is responsible for the security of its site.
A secure connection is the primary aspect of a fast file transfer. What can a business do to mitigate vulnerability from the site?
FTPS Protocol
File Transfer Protocol Secure (FTPS) performs system verification with public key certificates - SSL (Secure Socket Layer). This protocol is deprecated and currently uses its substitute - TLS (Transport Layer Security). The TLS protocol is what protects the information from traveling through the network. The encryption blocks third-party penetration. Users can choose between the Implicit and Explicit versions.
Implicit FTPS
It encrypts both data and command channels without users having to specify it. It uses a dedicated port that consumes a lot of bandwidth - the reason some small enterprises don't prefer using this.
Explicit FTPS
Here, commands aren't encrypted. A client has an option of sending a security request, and if they choose not to, the server can either deny the connection request or connect via the insecure FTP protocol. Today, users use explicit FTPS more than their implicit counterparts, but some providers still require the unspoken protocol.
Implicit and explicit FTPS uses different ports - 990 and 21, and some firewalls may not function well with two ports open.
SFTP
It's easy to get confused by the similarity of the acronyms. Both protocols are the antecessors of FTP, but they are entirely different. SFTP uses SSH - a secure shell that creates a channel through which encrypted information travels securely.
With FTPS, users can choose to encrypt just the data channel or the command channel. SFTP encrypts both and uses a single port for file transfer, which combines with a firewall much better than FTPS.
This secure shell identifies the data recipient either by SSH keys or by user login & password. Should the latter be used, SFTP encrypts them along with the message, unlike FTP, which doesn't do that.
Some hosting providers can even create SFTP automatically. It means less work for the admin. So, technicalities aside, SFTP can be easier to implement and more secure to use with a firewall. It can also be a bit slower than FTPS - not significantly, though.
Users mainly use FTPS and SFTP for an active exchange where the client uploads files. HTTPS is a better fit if the plan lets users download stuff like internet sites and their visitors. HTTPS is a better fit.
HTTPS
As one can guess from the name, HTTPS is related to HTTP. The extra S stands for security, and it automatically makes HTTPS a better choice for a business.
The technology is similar to that implemented in FTPS - it requires SSL (TLS) as well. An encrypted connection, in this case, means HTTPS encrypts everything except the IP address and the complete domain.
HTTPS is a new standard: the modern browsers even show security alerts to users when they visit a non-HTTPS site. And even non-experienced users will notice that HTTPS is a more secure option:
Besides, it can upgrade the site's ranking in search engines - the more secure the site is, the higher its chances to make it to the top of the first page of search.
End-to-End Encryption
Different companies may use other tools for seamless exchange or transfer of information. But what’s significant is that this information must be encrypted. One of the most popular techniques is end-to-end encryption. It is also known as E2EE. It ensures that no one except the sender and the recipient can read the message. Both parties have keys, but there's a public and a private one. As their names imply, one is available for free, while another is only in the virtual hands of the intended recipient.
For example, suppose person A sends a message protected with E2EE to person B. In that case, the text travels from A to B in an encrypted form. No one can read it on the way because decryption only works with both keys in place. Only person B has the private key. Not even the third party that stores the messages.
Please note that the keys can be used vice versa as well.
This fundamental asymmetric approach used in end-to-end encryption is also found in TLS - the one with which FTPS works. However, they are different because TLS is a standard for the client-server data exchange, and E2EE is a client-to-client type.
Protecting From Middleman Attacks
Solving this encryption becomes a highly complicated task for a hacker. The standard method of avoiding MITM attacks involves adding a cryptographic hash - like a fingerprint or any other unique feature that an external system can validate. However, they may try to exchange the actual keys for the ones known to them.
Since it's the device (i.e., not the person) that works as a recipient, whoever steals it gets access to the messages. To offset this drawback, users can add a PIN code or some other level of protection. That is not to say there have to be millions of layers of encryption, physical security, and whatnot. It all depends on the cost-effectiveness of the measures, after all.
To P2P or not to P2P?
Peer-to-peer (P2P) networking involves multiple people (or, instead, their devices) connected directly. This type of file exchange is decentralized. Peer-to-peer networks use computer systems to transfer all data instead of the primary server. Users can easily share files without any hindrance.
The downside
Anything downloaded via P2P is always a bit daunting. P2P users have to rely on each other (sometimes many random people!) in such sensitive matters as file storage and sharing.
P2P - Bottom Line
In other words, P2P as the technology itself is not that big of a concern; the people that constitute P2P networks are. It's best to refrain from using P2P networks at work unless the business requires it for some cases of file transfer. And if it comes to sending files via P2P connection, employees should limit what they share not to grant random people access to the corporate computer by accident.
Businesses select P2P options primarily for how little bandwidth they require. But the lack of safety in exchange doesn't seem to be a worthy tradeoff. Most infosec experts recommend avoiding P2P filesharing at work; however, it has to go with end-to-end encryption if necessary to use it.
Outside the Digital
All the security solutions in the world cannot guarantee zero data leaks or losses. Why so? More often than not, because of the human factor.
Here are a few practices businesses can employ to ensure the highest level of information security possible.
NDA or Non-Disclosure Agreement
Even after one takes appropriate measures concerning technology, there is still a significant aspect to be covered. It is what is known as the "word-of-mouth" information transfer. When information gets shared amongst team members or with the client, the best way to fortify the security of the deal is with an NDA - a Non-Disclosure Agreement.
This simple paper can save everyone from various hassles regarding whether or not someone spills a word about this confidential information they just shared. There are many templates online to aid those who don't have a corporate lawyer on board and aren't ready to hire one for a single document.
Educate and Train the Staff
As simple as it sounds, not everyone puts enough effort into it, supposedly thinking employees get it by default. However, it's not always that straightforward for all. The employees need to understand the importance of security to follow the corresponding rules. Besides, explaining instead of giving orders increases trust between staff and employers.
The best way to increase security awareness is to organize training events on using the technology and practices. Should it appear too costly or overkill for other reasons, it's a good idea to hold a meeting on this topic. And that's not it yet: follow-ups and reminders, conducted every once in a while to remind staff about the crucial role of workplace information security. Implementing training software proves more than handy.
Right Attitude
The key to success is the suitable approach towards better file storage and transfer security. As mentioned in this blog, providing information and setting up training workshops help a great deal. But employees knowing the whats and how-tos doesn't always equal professionals implementing their knowledge. Companies need to arrange regular checks on the security measures for critical tasks and processes. Automation is the only key to all these challenges. An easy-to-install and straightforward file sharing tool is an excellent investment for any business of any size.
File Sharing Software makes information transfer seamless.
Additional Security: Limit Access
No doubt that sensitive information should be somewhere out of the public eye. And there are multiple ways of keeping it that way. One of the most apparent is hiding it physically. A password for a file or an entire device is undoubtedly a viable option. Then, it can also be reasonable to allow only a limited number of users to access the computer in a protected area.
Apart from access to files, some hardware also needs special protection. For example, if a team uses only a specific computer for some particular communication, the safest way is to allow only a few people to use it, if not one. It is helpful in phases where a user with a higher permission level can perform specific actions, but the rest of the crew doesn't have that privilege.
Password Management
This digital access limitation works right only when the passwords are strong (i.e., various characters, total length NLT 10, no meaning behind the word, etc.) And is to say: no notes with credentials anywhere near the workplace, And it is entirely confidential, which means no one knows it.!
The password's strength is another core feature. Using the same one for all accounts is a no-go; however vital it is character-wise.
The Bottom Line
Companies can adopt various tactics to improve online security, specifically during file sharing and transfer. One of these is implementing file sharing software that seamlessly allows you to share and receive files of any size and format. At this crisis hour, when employees are working remotely, this unique tool has become an indispensable asset that helps to improve team collaboration and communication.
The software nullifies any security-related suspicion enabling organizations to establish a secure connection between corporate devices and servers by encrypting data. Hence, if you plan to invest in such solutions, you can start with free and open source file sharing software. The other options include FileZilla, HFS, Arbore, ProjectSend, etc. Also, GoodFirms has created a complete buyer’s guide on this topic, which will enhance your knowledge of the software.
