Large File Sharing
When individuals within businesses need to send large files, they often face unique challenges and risks that can affect both productivity and security. Here are the primary considerations for large file sending by individuals in businesses, along with common solutions and best practices:
1. Managed File Transfer (MFT) Systems
What it is
MFT solutions are designed for secure, reliable, and compliant file transfers, particularly for large files. MFT systems are typically managed centrally by the IT department, allowing individuals in a business to securely send large files within set security protocols.
Key Features
- Encryption: End-to-end encryption during transit and at rest.
- Compliance: Ensures adherence to industry regulations like GDPR or HIPAA.
- Automated Processes: Automates file transfers, ensuring reliability and reducing manual intervention.
- Auditing and Logging: Tracks every file transfer to provide a complete audit trail, ensuring security and transparency.
Benefits
- Reliable and secure delivery of large files.
- Centralized control and monitoring of file transfers.
- Simplifies large file transfers for employees, reducing reliance on unsecured third-party tools.
2. Corporate Cloud File-Sharing Platforms
What it is
Cloud-based platforms allow businesses to provide secure, large file-sharing capabilities with integrated collaboration features. These platforms are often designed to handle large files with minimal disruptions.
Key Features
- File Sharing Links: Instead of emailing attachments, individuals can share large files using secure, password-protected links.
- Access Controls: Allows for permission settings (view, edit, comment) and expiration dates for shared links, adding an extra layer of security.
- File Synchronization: Ensures all versions of the file are synced, reducing version control issues.
Benefits
- Easy for individuals to share large files securely.
- Cloud-based storage can accommodate large file sizes without requiring local storage.
- Provides collaboration features, enabling employees to work on large files in real-time.
Solutions for Secure Large File Sending
- Traditional methods, such as email, typically have file size restrictions (often ranging from 10MB to 25MB per attachment). This makes it difficult for individuals to send large files, such as high-resolution images, videos, design files, or large datasets.
- Sending large files through unsecured channels (e.g., free cloud storage, file-sharing platforms) can expose sensitive corporate data to unauthorizedaccess, hacking, or interception.
Individuals may use personal cloud storage accounts (Google Drive,Dropbox, etc.) which are not monitored by the company, leading to compliance and security concerns.
- Uploading and downloading large files over public internet connections may lead to delays, timeouts, or incomplete transfers, especially for businesses with bandwidth limitations or remote employees.
- Unreliable file transfers can disrupt workflows and cause frustration for both the sender and the recipient.
- When individuals use different methods for sending large files, such as various third-party file-sharing services or email, it creates inconsistencies in how files are handled. This can lead to issues with file integrity, loss of important metadata, or version control problems.
- For industries regulated by compliance standards such as HIPAA, GDPR, or PCI-DSS, sending large files without proper encryption, auditing, or access control can result in non-compliance and potentially heavy penalties.
- Individuals may not be fully aware of the regulations governing the types of data they are handling and may inadvertently expose sensitive information.
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