File sharing is nowadays one of the fundamental digital processes in companies, whether information is shared internally within the team or externally with business partners. Since this shared information often includes personal data, trade secrets, or other company internals, security is paramount.

 

For convenience, data is often shared via email. However, this method carries certain risks: Firstly, files sent as email attachments are often transmitted without adequate encryption.

 

This makes it easier for attackers to intercept sensitive data. It doesn't help if the sender sends the email with the attachment, the transport path is encrypted, but the recipient receives the email unencrypted.

 

This means that although the encryption on the transmission path (usually via SMTP) is active, the encryption ends as soon as the recipient receives it through their email provider or on their email server.

 

If the email arrives on an unencrypted system, the email—including all contents—is unprotected and readable in plain text. If the recipient's email system is compromised or access to the mailboxes is not sufficiently secured, the data can migrate to unauthorized third parties.

 

This not only leads to violations of applicable data protection laws but also to breaches of supplier conditions and standards.

 

Even in cases where the recipient receives emails encrypted, if they leave the organization or the emails are forwarded to an unencrypted system, the data is unprotected.

 

Anyone who has ever tried to send large amounts of data via email will have noticed that this often doesn't work. Emails are often subject to size restrictions and are not transmitted by appropriately configured email servers or services. This strengthens network performance and ensures the availability of the systems.

 

Another, less secure file-sharing method is public cloud services. While these offer a certain user-friendliness, it is often uncertain with public cloud services where exactly the data is stored, who has access to the stored data, and for what purposes this data is used by the provider. This can lead to problems in complying with data protection regulations.

 

A secure solution is offered by file-sharing services hosted on a private cloud infrastructure. This way, companies have full control over the data and who has access to it. This allows data protection regulations to be complied with.

 

Because the transmission is end-to-end encrypted, this ensures that only authorized recipients have access to the data. As long as the data remains on the file-sharing platform and is not downloaded to a device (which could potentially be compromised), the data is protected.

 

If the sender mistakenly uploads a document that is not intended for the recipient, it can simply be removed. This offers full control over the information to be shared compared to email. An email cannot simply be recalled or deleted from the recipient's server.

 

If the sender mistakenly uploads a document that is not intended for the recipient, it can simply be removed. This offers full control over the information to be shared compared to email. An email cannot simply be recalled or deleted from the recipient's server.

 

Modern file-sharing platforms offer the possibility to ensure file sharing via links, which are sent by email and can additionally be protected with a password. This provides an additional layer of protection for the data.

 

Logging functions ensure traceability. Changes to files are thus absolutely traceable and transparent.

 

In addition, access can be granted granularly, which is ideal for collaboration within the team and offers absolute access control.