Find out how a Document Management System can simplify your everyday office processes.
With increasingly stricter data privacy and governance regulations, today’s businesses and organizations must be more cautious than ever with their content. At the same time, the fast-paced nature of business, technology, and customer behaviour necessitates the rapid dissemination of material. Things can get tricky when an organization needs to exchange sensitive or secret information with an external source. It is also critical as companies adopt the bring-your-own-device trend and employees use their own computers and smartphones for business objectives.
It’s easy to forget that the information we manage at work often necessitates extra caution. Its worth and privacy can be crucial to a company’s success, thus it must be carefully safeguarded at all times. When data is shared, it is at its most vulnerable. To ensure compliance with country and industry laws, and regulations, organizations must make this information accessible to the intended participants while simultaneously ensuring privacy and security is guaranteed.
While the security of sensitive content is becoming more of a concern, many companies continue to rely on traditional file sharing methods, which exposes them to possible vulnerabilities. These are some of the most frequent techniques for sharing data in today’s businesses, each with its own set of security concerns:
Although you may be able to password-protect an attached file and encrypt a document so it cannot be read while in transit, it does not ensure the content is secure once it arrives at its destination. This is especially true because most emails do not have an expiration date and might remain on a laptop or server indefinitely unless a user or administrator deletes them. Even if you don’t have any of these issues, email attachments typically have file size limits, so the document you’re sending may be too large to distribute in this manner in the first place.
This is a centuries-old means for disseminating information. But paper documents are easily lost in the flow of day-to-day corporate activities, which is particularly problematic when dealing with sensitive or classified data. Paper records with confidential information also need to be securely stored and then after a period of time, destroyed, which necessitates the use of secure shredding services.
An FTP server is another alternative for transferring files. It uses a network drive with a very specific method of transferring files. FTP does not have many built-in security protections, nor does it give a mechanism to trace and monitor user activity. Outside parties may be able to read or intercept data transferred, which does not support encryption. Your IT department might be able to implement custom settings and features to compensate for the absence of built-in security, but only if you own the server, and doing so would take a lot of time and resources.
Secure file sharing methods provides a more secure alternative to paper and email while being simple and easy to use. They offer strong security without the requirement for a large infrastructure or IT staff.
One of the most compelling reasons to use a secure file sharing solution is the audit trail. Strict data governance standards are becoming more ubiquitous across sectors and countries. Keeping accurate logs of all document activity is one of the easiest ways to remain compliant.
For organizations where protecting sensitive information is a priority, it’s essential to have secure file sharing as part of your enterprise toolkit. KRIS Document Management System (DMS) offers secure file sharing that gives you the ability to share information and documents internally and externally.
Our secure file sharing technology allow businesses to get the value of convenience, security and privacy, without compromising on either. With a click of a button, you can share files and links with a peace of mind knowing all record activity is monitored and logged in a comprehensive audit trail.