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Business Needs – Secure File Exchange

Regardless of your industry, it’s a safe bet that your organization handles sensitive data, especially after the implementation of GDPR. That means you have a lot to lose in the event of malicious hacks or data breaches, and that secure data transfer solutions are a good way to protect your reputation and your customer’s information.

How secure file exchange solutions can protect you

higher-stakes

Higher stakes: added fines and business damages through privacy regulations

When it comes to breaches, not all industries face the same risks. While it’s true that hackers are a problem for everyone, industries with information privacy regulations involved (HIPAA, FERPA, SOX, GDPR, etc) face danger not just from malicious actors or customer lawsuits, but also from government regulatory bodies.

Not only do organizations need to worry about hackers using stolen information for evil, they have to worry about financial penalties from regulatory agencies associated with breaches, plus lost reputation and business due to forced breach disclosures.

This makes it important that their data solutions are not only secure, but also auto-generate an audit trail. That way, if an organization is suspected of a breach, they have a record to easily track back communications and discover whether a breach actually happened, and who/what was involved.

prevent-mistaken

Prevent mistaken delivery breaches

We’ve all sent email to the wrong recipients by mistake. Once an employee hits that “send” button however, the attached file is on its way. The only way to solve the problem is to hope that the person on the other end is willing to delete it.

Under privacy regulations like HIPAA, this can be considered a breach even if the information goes to the wrong employee within your organization. The problem is particularly prevalent in the healthcare industry (though this may be biased based on HIPAA breach reporting requirements). In a Verizon security study, 62% of all the tracked healthcare data breaches due to employee error stemmed from misdelivery (Verizon, 2018).

To prevent email misdelivery breaches, it’s important to use a file transfer solution that requires two-factor authentication and has a system for recalling or deleting data before the wrong person can see it.

avoid-interception

Avoid interception of sensitive data

Email was never designed for the transfer of sensitive data and is inherently insecure. This can’t be emphasized enough.

In the era of Bring Your Own Device (BYOD) and the remote workforce, it is unfortunately common for well-meaning employees to make use of consumer-grade file transfer solutions that are likewise not designed with data security in mind.

It’s important to provide your staff with a secure alternative that encrypts data in transit and at rest, screens out viruses, and requires two-factor authentication, but is just as easy. If it’s a hassle to use, there’s a risk your employees will go around it.

reduce-risk

Reduce the risk of physical data breaches

Fax is still the information-exchange backbone of many industries, prized for its security and universal reach. However, it is not without risks. Fax was designed to transfer physical documents, which means one copy needs to go into the sending machine, and another copy is produced on the recipient side. Those two copies can be misplaced, stolen, or picked up by the wrong employee. They’ll need to be filed, shredded, or otherwise controlled.

Fax over IP (FoIP, aka efaxing) can send documents without requiring a physical copy on either the sender or receiver’s side. This can dramatically reduce the sensitive pieces of paper your organization needs to account for.

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Speed the secure transfer of large documents and files

Beyond email and fax security limitations, the fact remains that many organizations’ needs are outstripping these mediums’ capacity. Many email servers cap attachments at 10mb, and fax machines still only manage a page per minute over the phone system. When you need to send a hundred-page report or a massive radiological imaging file, digital prototype schematic, or video evidence within a court case, neither one of these systems will cover your needs.

Instead, you need a file transfer solution that allows multiple and very large files to be sent easily, quickly, and securely to recipients.

Accessible, yet secure file exchange solutions make protection and compliance easier

Fax continues to see broad use because of its widespread adoption and regulatory-friendly systems, however, there are better options than old machines, analog lines, and physical print outs. A modern FoIP solution like XM Fax can help you take your organization’s security to the next level.

If fax is not a good fit for your industry, what you need instead is a modern file transfer solution that is highly secure, yet just as easy to use as email or consumer cloud file storage. Convenience is a major factor in employees’ decision to circumvent proper protocol. XM SendSecure is the answer, offering a level of integration and access (by authorized persons) that is hassle-free, but with the high security, large capacity (up to 5TB of  files per exchange), and traceability your organization needs.

Files transferred via SENDSECURE are ephemeral – deleted after a predetermined period of time. In the event the file is sent to the wrong person, two-factor authentication can keep them out, and the sender can delete the file from the SafeBox at any time.

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Contact XMedius

XMedius has been an industry leader in secure data exchange for over 25 years. Reach out to us find out more about how your organization can be better protected with solutions that require minimal effort from your staff.

References

Verizon. (2018). Verizon Data Breach Investigations Report (DBIR) #11.