12 Kiteworks Secure File
Transfer Use Cases
Introduction
The ability to securely transfer files between individuals, teams, and organizations is more critical than ever before in the digital age. As companies across all industries have embraced digital workflows and remote collaboration, they require robust and reliable methods of sharing sensitive documents and data without putting security at risk. Implementing secure file transfer procedures has therefore become a top priority for IT leaders and security professionals seeking to enable business operations while protecting against cyber threats.
Secure file transfer refers to sending files and documents electronically through encrypted channels to prevent unauthorized access. There are several common methods used, including Managed File Transfer (MFT), Secure File Transfer Protocol (SFTP), and cloud-based file sharing platforms with built-in security features. The appropriate solution depends on the organization’s infrastructure, compliance needs, and ease-of-use requirements. But regardless of the specific technology implemented, the overarching goal remains the same: to provide users with seamless file sharing capabilities while keeping sensitive data locked down.
Healthcare organizations, for example, rely heavily on the ability to securely share patient records and medical images between care providers. They must comply with strict HIPAA regulations around protected health information. Implementing an MFT solution with automated file encryption, user access controls, and audit logging helps them efficiently coordinate care across facilities while adhering to compliance mandates. Financial institutions similarly need to secure customer account data, transaction details, and other sensitive information when transmitting files. Cloud-based secure file transfer systems with identity management and authentication safeguards enable real-time collaboration between employees without putting data at risk.
Secure File Transfer and Regulatory Compliance
Regulatory compliance is a critical factor that should inform the choice of file transfer standard. Industries like healthcare, government, financial services, and retail have strict regulations around protecting sensitive customer data during electronic transfers. For example, healthcare organizations must comply with HIPAA and HITECH rules to encrypt protected health information before sharing it externally. Government agencies must follow FISMA guidelines to reduce security risks around federal information and data. In the financial services sector, GLBA requires institutions to safeguard personally identifiable customer information and offer an opt-out for data sharing. Retailers collecting payment card data must adhere to PCI DSS encryption and security controls.
MFT is often the ideal solution to demonstrate compliance across regulated industries, as it provides end-to-end encryption, access controls, detailed activity logs, and other security safeguards. Choosing a file transfer standard that aligns with industry-specific regulatory mandates is crucial for avoiding stiff penalties and reputation damage that can result from noncompliance and exposure of confidential documents like personally identifiable information (PII), trade secrets, or controlled unclassified information. Investing in MFT or SFTP solutions with detailed activity logs provides the level of visibility required in the event of a potential data breach or audit.
56%
Legal Documents (Rank 1, 2, or 3)
54%
Personally Identifiable Information (PII)
52%
Protected Health Information (PHI)
50%
Merger & Acquisition Information
50%
Financial Documents
48%
Intellectual Property
Source: Kiteworks’ 2023 Sensitive Content Communications Privacy and Compliance Report
12 Different Use Cases for Secure File Transfer
Following are 12 different use cases for secure file transfer. In each of these scenarios, security is a critical requisite.
Secure File Transfer a Fundamental Capability
No matter the specific drivers, organizations across sectors require protection when sharing sensitive data electronically. By implementing secure, controlled file transfer processes, they gain peace of mind that confidential business information will remain protected without limiting collaboration and workflows. In today’s interconnected digital business environment, secure file transfer is a fundamental capability that allows organizations to operate both safely and efficiently.
Frequently Asked Questions
File transfers are vital for sharing sensitive data within companies. With the rise in the number of domains that businesses share files across, it becomes increasingly important to ensure that these transfers are secure.
Organizations use various file transfer protocols to cater to diverse requirements for internal and external transfers. Additionally, with the differences in data regulations across countries, multiple protocols become necessary. These protocols help ensure data is securely transferred between endpoints and networks.
An MFT platform offers a suite of secure protocols like SSL/TLS, PGP, AS2, SFTP, FTPS, and HTTPS. These platforms are tailored for the encryption and protection of business-critical data. MFT solutions enhance security and streamline file transfer processes.
Some commonly used secure protocols include SSH File Transfer Protocol (SFTP), File Transfer Protocol Over SSL (FTPS), Applicability Statement 2 (AS2), and User Datagram Protocol (UDP). These protocols are designed to ensure efficient and secure file transfers while also meeting various compliance needs.
Secure file transfer protocols, such as SFTP, FTPS, and AS2, are built to adhere to various regulatory requirements. Whether it’s GDPR, HIPAA, or other regulations, these protocols ensure that file transfers meet necessary compliance needs. This helps businesses in reducing potential legal risks and penalties related to noncompliance.