Contact us anytime to know more - Abhishek P., Founder & CFO CISIN
File sharing is an age-old approach for file transfer and synchronization, made more accessible through cloud platforms with robust functionality. While these tools work fine for personal environments, enterprise file sharing solutions typically offer additional synchronization, management and sharing features and robust security measures that grant users access to copies of files on multiple devices.
Enterprise file sharing systems utilize cloud storage to store folders' contents before replicating copies to other devices for access. Furthermore, this type of system automatically syncs files when changes occur on one device - known as syncing.
Users can typically share files between themselves through the file sharing functionality. Files can be sent by email, text message or service-generated URL, with sharing options including using lists of contacts. Edits to shared files will then automatically save and distribute accordingly so everyone uses the most up-to-date version.
Many enterprise file sharing software solutions include document workflows and collaboration features. Document management is used to secure the exchange of documents, both internal and external. Enterprise file sharing systems include features such as:
- Automated notifications for review and approval of requests
- Legally binding e-signatures
- Version control allows you to track changes in documents across multiple devices and data sources
- Workflow automation, with built-in co authoring and feedback processes.
Assumptions exist about enterprise file sharing systems being only applicable to large businesses. While enterprise file-sharing systems benefit these types of organizations, enterprise file sharing solutions offer functionalities helpful to organizations of any size as they must securely transfer large files across locations while collaborating. While tools designed for this task exist, their security flaws necessitate enterprises turning to enterprise file sharing solutions that offer functionality while meeting compliance standards applicable across organizations regardless of size.
Enterprise file sharing solutions combine the convenience and accessibility of consumer file sharing services with features that enhance users' productivity, security and flexibility while increasing control. Such solutions typically feature key capabilities like:
- Access restrictions are based on a network location
- Authorization policies
- Automate backups and transfers with tools that automate the process
- Collaboration features include live comments, document version tracking and workflow process management.
- Data and access are apparent, including where data is located, when and how it is transmitted and who has access to it.
- Improved security controls such as:
- Containerization
- Data loss prevention
- Data protection
- Encryption
- File scanning
- Multi Factor authentication
- Sign-on with a single sign-on
- File expiration policies
- Granular Access Control
- Integration with enterprise directory service to simplify authentication and user provisioning
- Cloud storage or on-premises options
- Passcode protection
- Tracking and auditing user activity in real-time
- Remote wipe and device locking
- Reporting tools that track usage and Compliance
- Secure authentication protocols
- Support for large files and unique file extensions
- File creation and editing tools (e.g. document management, spreadsheet creation, audio or video streaming, etc.)
- Download and upload restrictions
- White/black listings
Before Deploying A File Sharing Solution For Your Enterprise, Consider The Following Factors:
- If you want to share files in your enterprise, deciding whether the system will be cloud-based or on-premises is essential.
- On-premises solutions require an upfront investment but allow organizations to have total control of their enterprise file sharing operations while allowing users to access files. Cloud-based enterprise file sharing solutions offer the same level of security, but in some instances, on-premises make more sense.
- The enterprise file sharing system requires a certain level of mobility.
- Users expect enterprise file sharing solutions to let them quickly access their files from smartphones, tablets and laptops. File synchronization should be available on the server's backend to update files across the user's devices. Other advanced features include notifications and built-in viewers.
- The management capabilities and security of the enterprise file sharing solution should be evaluated.
- A file management system for enterprises should include a policy engine to help organizations keep tight control of their data. It should be able to prevent unauthorized file sharing and restrict access in the event of a lost or stolen device. Single sign-on, multifactor authentication and permissions are additional security features. They can be used for restricting file sharing to trusted users or remotely wiping data from a mobile device. The system should have centralized management features.
Enterprise file sharing systems offer file recovery tools that enable users to restore files to older versions, recover missing folders and files, and even access older versions by creating an archive or taking snapshots over time.
Access controls are essential for file-sharing to mitigate risk and ensure organizations adhere to security and compliance regulations. Enterprise file sharing solutions utilize various security mechanisms to safeguard information.
- Authentication
- Data loss prevention
- Dey tracking
- Encryption
- File scanning
- Identity Access Management
- Managed File Transfer (MFT)
- Secure connections using SFTP
These tools improve security by detecting suspicious behaviors, data breaches and unauthorized transmissions.
Examples Of How To Secure Remote File Access
As more workers migrate to home offices, employees have dispersed across a wider area. Employees now connect to their internal network from any location and access sensitive data via secure remote file access systems that utilize multiple technologies for secure remote file access; traditional access security systems do not guarantee secure access for employees or verified users at all times or any device.
Most employees in an organization work outside the office. Secure remote file access enables workers to log onto any system or device connected to an organization's network from home using personal devices, enabling managers to monitor employees' views on company devices while enabling IT staff to troubleshoot problems remotely.
Five Things To Consider When Evaluating An Enterprise File Share Solution
Enterprise File Sharing: Data Protection And Security
Data is one of the most significant risks an organization faces. All files must be protected against vulnerabilities and lost or compromised. Enterprise file sharing solutions must include comprehensive security features to protect files in transit, use and at rest (e.g., encryption, access control, antivirus scanning). Enterprise file sharing software should include robust sync/restore functionality. It is essential to have this feature in case a file is accidentally deleted or if unwanted changes are made. Another essential feature is blocking or wiping devices remotely if they are lost or stolen to prevent unauthorized entry.
Enterprise File Sharing - Improved Productivity And Collaboration
Collaboration is among the most common uses for enterprise file sharing systems, leading to increased productivity. A file sharing system for enterprises should enable users to share, sync and access files from any device in real time. The system should include version control, online editing, check-in/out and usage monitoring. Users should also be able to instantly share multiple files in managed folders, with access and permissions based on roles.
Enterprise File Sharing: Data Governance And Compliance
A file sharing system for enterprises must be compliant, as most companies generate and share confidential information within their organization. It should provide high levels of privacy and security, as well as security controls and audit logs. A file sharing system for enterprises should allow different file sharing policies based on the various levels of confidentiality and sensitivity of files based on tags.
Enterprise File Sharing Includes Integration And Unified Administration
A file sharing solution for enterprises must provide a unified user interface that connects to existing storage systems. It must also integrate seamlessly with existing systems and applications, including analytics, threat prevention and data protection. A file sharing system for enterprises should also have a central admin portal to manage policies and monitor file access throughout the organization.
Available And Scalable
Evaluating the storage environment and structure of enterprise file sharing systems is crucial. To ensure scalability, enterprise file sharing systems must be able to connect to multiple repositories.
Here are a few additional things to consider when evaluating a file sharing solution for enterprises.
- Standards and certification
- Data control
- Delivery model flexibility
- Easy of Use
- Support for migration
- Performance and reliability
- Pricing structure
- Server locations
- Vendor lock-in
Read More: Utilizing the Cloud for Data Storage
Top 5 Benefits Of Secure File Transfer For Enterprise Files
Reduced Risk Of Cyber Attacks
Cyberattacks may involve the accessing of files while they are being transmitted. Cyberattacks are increasing, which poses a serious concern to businesses. By 2021, data breaches had outnumbered those in 2020 and exceeded the number of breaches the previous year by over 17%.
Reduced Data Loss
Data loss is one of the potential outcomes of cyber attacks that result in breaches. Data can be lost due to unintended or unwanted removal, modification, or corruption that renders it inaccessible or unreadable.
Secure enterprise file transfers protect and encrypt data with password protection to thwart hackers from altering or deleting information while guaranteeing integrity for files that may fall into the wrong hands.
Improved Regulatory Compliance
Your employment industry could impose stringent data storage, access and sharing regulations. Financial, healthcare and insurance industries all deal with sensitive information that must abide by industry-specific standards for sharing. File sharing must also adhere to specific industry security protocols.
Under the Health Insurance Portability and Accountability Act (HIPAA), all healthcare organizations must abide by regulations for protecting Electronic Protected Health Information.
HIPAA applies to third parties, such as insurance companies. Each entity should take measures against potential threats that could allow unwelcome third parties to gain access to sensitive or personally identifiable data.
Tools For Automating Backups And Transfers
Many enterprise-level software for file transfers provides features, such as backup scheduling, which ensure files are stored at another location in case of cyber attacks or theft.
Backups can protect against natural disasters, including fires and floods, damaging computers and on-site storage devices (hard drives or servers). Half of companies that experienced data loss due to natural catastrophes immediately declared bankruptcy after experiencing loss due to such events.
Your organization can run more efficiently by automatically scheduling backups, audits and transfers. By not needing to monitor data manually, you can focus on getting work done more effectively.
It Administrators Can Now Exercise Greater Control Over Their It Systems
Cisin Enterprise provides your IT department with robust reporting and analytics tools to help them track usage. These tools are highly customizable and allow IT administrators to customize the file transfer system according to the specific security requirements of your organization.
TRENDS-
These tools can also help management, and IT better understand your organization's storage needs and usage. This information is crucial for making technology-based decisions, like which cloud-based storage system to buy.
End-To-End Encryption
End-to-End Encryption as a Key Component As data privacy and security become ever-more essential in enterprise file sharing, end-to-end encryption has become a central focus. This trend ensures data is encrypted from sender to recipient - protecting sensitive information from unintended access even when stored on third-party or cloud systems.
Integration With Collaboration Tools
Secure enterprise file sharing is increasingly being integrated with collaboration tools such as instant messaging, project management platforms and team communication apps to provide seamless file sharing in team discussions and project workflows - increasing productivity while protecting data safety.
Mobile Security Enhancements
As workers increasingly adopted remote and mobile working, secure file sharing solutions were modified to address data protection challenges across devices. Mobile security trends included features like Mobile Device Management (MDM), Containerization of Data and Biometric Authentication - this ensured sensitive files on smartphones and tablet devices were well protected.
Compliance And Governance Features
Businesses were increasingly concerned with complying with data protection and industry regulations, so secure enterprise file-sharing solutions with advanced compliance and governance capabilities allowed organizations to track user activities, generate audits, and enforce policies on data retention policies - features essential in industries like legal, healthcare and finance that handle sensitive information.
Hybrid Cloud And Multi Cloud Infrastructures
Due to their flexibility, enterprises have increasingly shown interest in hybrid cloud and multi cloud infrastructures. Secure file sharing software was designed to work seamlessly with multiple cloud storage services, allowing organizations to store files on various cloud platforms while remaining secure.
Zero-Trust Security Model
Zero-trust security models have gained increased interest as companies recognize the necessity of adopting more stringent measures to secure their data. Secure enterprise file sharing solutions which adhere to this concept offer reliable access verification regardless of the location or device of users, offering comprehensive protection of sensitive company files.
Artificial Intelligence
AI security features are increasingly being integrated into secure file sharing solutions to detect potential security risks early and take proactive measures against them. Machine learning algorithms analyze user behavior patterns to detect deviations that might signal unauthorized access attempts or any unusual activities that require further investigation.
The Pros Of File Sharing
The employees don't need to worry about emailing files, downloading files, or uploading files. They can access data quickly when they need to.
Eliminates Multiple File Versions
Instead of multiple versions with different information in the same file, all information is current, and the latest version is always available.
Savings On Money
When you store data on a cloud-based or network server, there is no need to worry whether users have enough storage space to save files on their computers.
Data Loss Prevention
In an accident, your data will not be lost without a nightly backup on a server.
File Permissions Limit Access
You can set up network file structures to only allow employees needing data access to have them. You can also control how they use the files-for example, read-only access, updating, saving, etc.
The Cons Of File Sharing
Possible Issues With Proprietary Data/Plagiarism
It is illegal for an employee to use or sell another employee's ideas, thoughts, proprietary data, etc. It can be hard to catch them if you do not have a program for monitoring file sharing or piracy.
Needs Sufficient Network/Bandwidth Speeds
It is essential to have enough speed so that you can access data quickly and easily. Accessing files becomes very difficult if you don't have the required speed.
A Higher Risk Of Files Being Shared Publicly
If files are shared online, the risk of an employee or hacker sharing company data is higher.
Viruses Can Infect Files At A Higher Rate
Infecting files others share increases the risk of viruses, malware and ransomware. The virus may be on the workstation that is used to access files and then upload itself to your server or the other computer where the files are stored.
What Are The Two Types Of File Sharing?
Two types of file sharing are available for enterprises: the Internet and the operation system.
Operating System File Sharing
Nearly all operating systems include file sharing functionality.
- It can give default access to a file or files of another user or require specific user access.
- You must maintain more attributes for files and directories
- Owners are the person's name who can change the attributes and control access and the directory.
Internet File Sharing
There are different types of file sharing on the Internet. Each has a particular purpose. These are the most common methods of Internet file sharing.
- P2P file sharing is consumer technology that allows each device to act as a client within a more extensive file sharing network. P2P software helps users download files when they access them from a network. Direct sharing is P2P. Files are sent directly between devices without intermediaries.
- Portal websites allow users to share folders and files with their co-workers, and sometimes even people outside the organization, via shared links. These services allow real-time collaboration through a mobile app or browser.
- Users can upload their data via a server to an Internet-connected server. Once the data has been stored on the server, it can be shared.
Enterprise File Sharing With Maximum Security And Compliance
Enterprise file sharing solutions must comply with various regulatory requirements, giving IT teams complete control over storage and security. On-premise solutions offer this advantage.
Security should always be at the forefront of any file sharing activity outside of a corporate firewall, especially for organizations subject to HIPAA, GDPR or PCI-DSS regulations.
Encryption is the cornerstone of enterprise file sharing solutions, protecting data from hackers or unauthorized users. Many enterprise file sharing solutions also feature robust access management that integrates seamlessly with Active Directory, other identity management systems and access controls to protect sensitive files.
Provides secure authentication and management of access, which may include multifactor authentication systems and data loss prevention measures.
All Organizations Should Consider Mandatory Enterprise File Sharing
Enterprise file sharing is essential in today's organizations; unapproved apps will become prevalent as users develop their solutions, and IT teams won't have any say over how data is stored or shared. IT might even remain unaware that data has been compromised.
Cost, security features, management controls, user productivity features and the ability to integrate existing third-party applications and tools are all critical considerations when selecting an IT solution.
Organizations should recognize the risks associated with not implementing enterprise file-sharing solutions. Such file sharing solutions reduce risks and can provide numerous advantages for users and IT departments alike.
Conclusion:
Secure enterprise file sharing solutions are essential in an age of cyber threats and data breaches, protecting sensitive information while facilitating collaboration. Organizations can reduce risks while guaranteeing data security with robust encryption technology and role-based access control mechanisms. By investing in such an enterprise solution, organizations can demonstrate their dedication to safeguarding what may be their most precious resource - its data - so they can focus on productivity and business growth more efficiently.
