Understanding Secure File Sharing for Collaboration and Security

  • December 7, 2022

Today, companies find many of their employees using consumer-grade tools or apps to share files. While these tools are easy to use, they fail to provide enterprise-level security and control for company data. As a result, corporate data is shared in the cloud in a way that the company can no longer track and control. Company data is replicated and residing in various places, getting exposed to security vulnerabilities.

Secure File Sharing
Secure File Sharing using Content Management

Some companies also attempt to block the usage of consumer-grade online sharing tools. This represents an opportunity cost in terms of loss in productivity. Secure file-sharing solutions allow companies to strike a balance between enterprise security and user friendliness. It allows companies to determine who has access, for how long, and what kind of data can be shared.

What is Secure File Sharing?

Secure file sharing sometimes referred to as protected file sharing, is a protected method of transferring data between users or organizations. Whether a user is sharing a single file or a group of files, secure file sharing ensures encryption and restricted authorization to help ensure security and privacy.

This provides organizations with a safe way to share sensitive corporate files with users inside and outside the corporate network. File sharing works for any file type that a business shares internally or with customers, which include:

  • Legal information 
  • Financial data
  • HR or personnel information 
  • Classified projects

Secure file sharing protects files from unauthorized access, bad actors, ransomware, viruses, and online threats.

Why is Secure File Sharing Important?

As modern enterprises increasingly rely on cloud services to scale operations and work constantly to support a decentralized collaboration environment, secure file sharing has become a mandate. The lack of secure file sharing increases the risk of shadow IT—employees using consumer-grade file software, application, or services for file sharing without explicit IT department approval.

Using unapproved apps for work-related tasks is a significant cybersecurity risk. Secure file sharing reduces the liabilities of collaboration workflows and provides employees with the ability to access files from anywhere and at any time.

What are the Risks of Sharing Files?

File sharing can introduce risks of malware infection, hacking, and loss or exposure of sensitive business information. Some risks of sharing files include:

1. Loose BYOD policies

Many organizations that have established BYOD policies allow employees to carry their personal devices to access the corporate network. But many BYOD policies—mainly due to the lack of mobile device management tools—aren’t enforced properly, leading to numerous security issues for IT teams. BYOD policies tend to save costs by preventing the added cost of purchasing new devices, but they also pose a security risk when devices are compromised.

2. Lack of control and access to data

Companies don’t have any control over the data when employees use a file-sharing app of their choice. When employees use unauthorized consumer tools to share company information with external stakeholders, they are taking corporate information out of the IT department’s control. IT has limited visibility and cannot adequately track documents entering and leaving the company. This lack of transparency can directly impact compliance and raises the risk of fines, penalties, and overall credibility.

What are the Benefits of Secure File Sharing?

1. Collaboration among fragmented teams

The abrupt shift to remote work has accelerated the need for secure access to corporate files. Employees no longer need to work from an office location to access files. The right file-sharing platform helps collaboration among employees, whether they are working from the office, home, or an off-site location. Employees can access and share files of any type and size from a storage location using their desktops or mobile devices.

2. Robust security

If organizations don’t provide a convenient file-sharing mechanism for their employees, they may start implementing unauthorized file-sharing tools. These IT shadow applications can leak data and consume excessive bandwidth. Secure file sharing is designed to strike a balance between the user-friendliness of consumer apps and the robust security capabilities of enterprise-grade apps. The result? File sharing with internal and external stakeholders becomes easy and safe.

3. Data backups and recovery

Secure file-sharing tools perform regular data backups. This ensures that the user has multiple copies or versions of a file that can be easily retrieved or restored in case the original file isn’t available. If organizations use an enterprise-grade and centrally managed file-sharing system, they can protect corporate information from malicious attacks and data breaches.

4. Improved file-sharing capabilities

The larger the file size, the more time it takes to upload and share. Sending large files as attachments using email is just one of the many ways that frustrate employees. Secure file sharing can push large files for users to overcome this challenge.

Secure Document Sharing Using Scalefusion’s Mobile Content Management Feature

With Scalefusion MDM, IT administrators can silently share, update, and delete documents without any user intervention. It is a secure technology to share transaction documents among any number of parties and control who can access them. The content management feature enables enterprises to distribute content to enrolled Android devices.

The feature is similar to the application management feature. Instead of apps, companies can send any file—video, documents, or presentations to any enrolled Android device and specify the file location.

The file will be downloaded on the designated mobile devices. The file can also be deleted remotely from the Scalefusion dashboard. Thus, organizations can protect business-critical information distributed to the devices if they are lost, stolen, or compromised. All changes, including the deletion of documents, get automatically reflected in near-time on all the devices.

Scalefusion currently supports sharing files in the following formats: doc, docx, ppt, pptx, xls, xlsx, pdf, avi, mkv, 3gp, mp4, mp3, wav, 3ga, m4a, aac, ogg, amr, and gif.

Wrapping Up

Scalefusion’s mobile content management simplifies secure content distribution. Companies can easily organize content documents in folders and seamlessly publish them on a group of devices. IT admins gain true visibility to keep files safe while enhancing employee productivity.

Schedule a live demo with our product experts to explore more about Scalefusion’s Mobile Content Management (MAM) capabilities. 

Please visit https://scalefusion.com/book-a-demo

Thousands of businesses rely upon Scalefusion for managing their mobile device, desktops, laptops and other endpoints

Rajnil is a Senior Content Writer at Scalefusion. He’s been a B2B marketer for over 8 years and applies the power of content marketing to simplify complex technology and business ideas.
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