The Hidden Risks of Emailing Large Files: Why Enterprises Need a Secure Alternative

In today’s digital landscape, large organizations frequently need to share substantial files, be it financial reports, legal documents, or sensitive customer data. While email remains a ubiquitous communication tool, it’s increasingly evident that it’s ill-suited for transmitting large or sensitive files.

Limitations of Email for Large File Sharing

1. Attachment Size Restrictions

Most email providers impose strict limits on attachment sizes. For instance, Outlook’s default limit for Exchange accounts is 10 MB, and for internet email accounts, it’s 20 MB. These constraints often necessitate splitting files or using external services, leading to inefficiencies and potential security risks.Microsoft Support+1Microsoft Learn+1

2. Lack of Encryption and Security Controls

Standard email lacks robust encryption, making sensitive attachments vulnerable during transmission. Without end-to-end encryption, confidential information is at risk of interception or unauthorized access.

3. No Visibility or Control Post-Sending

Once an email is sent, the sender has no control over it. There’s no way to track if the recipient has opened the email or accessed the attachments, nor can the sender retract the message if sent in error.

4. Risk of Misdelivery

Human errors, such as sending emails to incorrect recipients, are common. The Verizon 2022 Data Breach Investigations Report highlighted that misdelivery accounted for 13.5% of all data breaches . Such mistakes can lead to significant data leaks and compliance violations.kiteworks.com+1SafeSend+1 business.sharpusa.com

Real-World Implications

The consequences of relying on email for large file transfers are not just theoretical. For example, in a landmark case, the Circuit Court awarded financial damages to a plaintiff whose sensitive personal data was unlawfully disclosed by Tusla. The breach involved the release of confidential information related to childhood abuse allegations to unauthorized third parties, causing significant distress and damaging family relationships. Tusla Data Breach

In another instance, the London HIV clinic, 56 Dean Street, was fined £180,000 after inadvertently exposing the email addresses of 781 patients by including them in the ‘To’ field instead of ‘Bcc’. London HIV clinic fined £180,000

These incidents underscore the vulnerabilities associated with using email for sensitive communications.norcal-group.com

Infographic highlighting the risks of emailing large files—size limits, no encryption, lack of control, and risk of human error—compared to Wizuda CFS's secure file transfer features.

Wizuda Compliant File Share (CFS)

To address these challenges, Wizuda offers Compliant File Share (CFS), a solution designed to facilitate secure, efficient, and compliant file sharing for organizations.

Key Features of Wizuda CFS:

End-to-End Encryption by Default: Ensures that files are encrypted during transit and at rest, protecting data from unauthorized access.

Full Governance and Access Controls: Allows administrators to set permissions, monitor file access, and maintain control over shared data.

Multi-Factor Authentication (MFA): Adds an extra layer of security by requiring multiple forms of verification before granting access.

No File Size Limitations: Enables the sharing of files of any size without the constraints typical of email systems.

Real-Time Visibility: Provides insights into when recipients read messages and download attachments, enhancing accountability.

Data Breach Prevention Technologies: Includes recipient verification checks to ensure files are accessed only by intended parties.

Optional Approval Flows: Facilitates internal review processes before files are shared externally.

Full Retraction Capability: Allows senders to revoke access to files even after they’ve been shared.

Comprehensive Audit Trails: Maintains detailed logs of all file sharing activities, aiding in compliance and internal reviews.

Anonymization Module: Supports data privacy by enabling the anonymization of sensitive information when necessary.

Wizuda CFS is designed to align with data protection regulations such as GDPR, ensuring that organizations can share files securely while maintaining compliance.

Conclusion

While email remains a staple in business communication, it’s ill-equipped to handle the secure transfer of large or sensitive files. The risks associated with attachment size limits, lack of encryption, and potential for human error necessitate a more robust solution.

Wizuda’s Compliant File Share (CFS) offers a comprehensive platform that addresses these challenges, providing organizations with the tools needed to share files securely, efficiently, and in compliance with data protection laws.

Note: For more information on Wizuda CFS and how it can benefit your organization, contact us today..