Home > Security and Compliance Blog > Managed File Transfer > 25 MFT Use Cases

25 MFT Use Cases

by Robert Dougherty updated August 4, 2023 Managed File Transfer

Reading Time: 9 minutes

Managed File Transfer (MFT) is a technology that allows businesses to secure, control, and manage the transfer of files inside and outside their organization. MFT is highly valued by businesses due to its capability to streamline operations, improve data security, and maintain compliance. Businesses that implement MFT can benefit from enhanced productivity, reduced operational costs, and increased efficiency. In this article, we will explore 25 unique use cases for MFT, providing practical examples of how this technology can be leveraged to optimize various business processes. Addmittedly, not every one of these 25 use cases may be applicable to your organization. That said, hopefully his list will showcase just how many different ways you can implement MFT into your workflows to increase operational efficiency.

What Is Managed File Transfer & Why Does It Beat FTP?

Read Now

1. Securely Transfer Large Files Between Different Departments within an Organization

MFT ensures secure and efficient exchanges of large files between various departments such as marketing and sales, HR and finance, manufacturing and design, operations and logistics, IT, legal, and inter-branch locations. It helps in maintaining data security, preventing unauthorized access or breaches, and enhances collaboration, coordination, and operational stability. MFT also facilitates secure vendor-client data exchange, transfer of research and biometric data, and adherence to data protection regulations.

2. Exchange Sensitive Financial Data with Business Partners or Clients

Managed File Transfer software provides a secure way to manage and transfer sensitive data. It ensures security when dealing with contracts, sharing financial reports, and managing transactional data, especially in finance and banking. The software also allows secure payroll information transfer, handles tax reporting data exchange, aids in mergers and acquisitions, and facilitates client onboarding. Other features include creating audit trails for compliance, safely transferring vendor payments, and securing insurance claims data exchanges.

3. Streamline the Process of Uploading and Downloading Files to and from Cloud Storage Providers

MFT simplifies and automates file transfers, reducing manual effort. It works with various cloud storage providers for seamless transfers, provides robust security via encryption and strict access controls, and integrates with business processes. MFT enhances collaboration by making file sharing easier, is scalable to growing business needs, and offers error detection and recovery. It also provides detailed file tracking, helps save resources, making it cost-effective, and boosts productivity by automating repetitive tasks.

4. Automate the Transfer of Sales and Marketing Collateral to Remote Sales Teams

One possible use case of MFT is automating the transfer of sales and marketing collateral to remote sales teams. This could reduce the amount of time spent on manual file sending and receiving, ensuring that all team members have the latest materials at their fingertips, regardless of their location. By automating these transfers, businesses can ensure their remote sales teams always have up-to-date marketing collateral, which helps in enhancing their selling capabilities and potentially improving sales figures.

5. Share Confidential Legal Documents with External Law Firms or Clients

MFT provides secure, efficient sharing of legal documents, ensuring client confidentiality and compliance with data privacy laws. It facilitates quick, trackable transfers, supports e-discovery in legal proceedings, and allows ad hoc file transfers. Additionally, MFT integrates with other platforms like DMS or CRM for easier access to legal documents. It also provides access control features which prevents unauthorized access to sensitive documents, while its disaster recovery feature allows safe backup of legal documents.

6. Facilitate the Transfer of Medical Records and Patient Information Between Healthcare Providers

MFT streamlines patient care by securely transferring medical records, facilitating coordination of care, and enhancing data security, ensuring regulatory compliance. It also reduces administrative tasks through automation, improving patients’ experience and promoting interoperability between health systems. MFT supports telemedicine, assists in healthcare research, ensures continuity of care, and drives efficiency by creating a shared repository of patient data.

7. Automate the Distribution of Software Updates or Patches to Remote Offices

An essential use case for MFT could be the automated distribution of software updates or patches to remote offices. Centralizing the management of these distributions can significantly enhance operational efficiency. MFT allows scheduled automatic updates, ensuring remote offices have the latest software versions without manual intervention. This not only optimizes the application performance but also mitigates the risks associated with outdated software.

8. Transfer Large Media Files Such as Videos or High-resolution Images to Marketing or Creative Teams

MFT helps to simplify the transfer of large media files, such as videos or high-resolution images, between different teams in your company. It supports secure, swift and seamless sharing of multimedia data. This is particularly useful for marketing and creative teams that deal with heavy files on a daily basis. MFT ensures these teams can easily access, exchange and collaborate on these files while maintaining the integrity of the data.

9. Exchange Sensitive Research Data or Intellectual Property in the Scientific Community

MFT solutions facilitate secure data sharing among scientists, aiding in quicker research development and global cooperation. They protect sensitive data from internet threats by offering encryption and permitting only authorized users. MFT also ensures legal regulatory compliance, like GDPR and HIPAA. With high-speed transmission, it efficiently handles large data volumes, facilitates timely project completion, and offers scalable solutions for growing data and users. It also provides real-time tracking and reports for better data management, secure file sharing with advanced features, and supports automated transfers for reduced errors and increased focus on research. Lastly, its simple interface simplifies the data sharing process, requiring minimal technical expertise.

10. Automate the Backup and Recovery of Critical Data to Offsite Locations

MFT can automate the process of backing up and recovering critical data to offsite locations. This ensures a high level of data protection for businesses. With MFT, data transfers are scheduled and executed automatically, reducing manual efforts. In case of data loss, the MFT solution enables quick and efficient data recovery, minimizing downtime. In addition, the offsite backup adds an extra layer of security, protecting valuable data from local risks such as hardware failure, natural disasters, or cyber threats.

11. Facilitate the Secure Transfer of Personally Identifiable Information (PII) for Compliance with Data Protection Regulations

Compliance with data protection regulations requires secure transfer of PII. Managed File Transfer tools support this by providing advanced encryption methods for data in transit and at rest, ensuring that information is unreadable to unauthorized individuals. MFT also provides controls for data leakage prevention and supports auditing requirements by maintaining detailed logs of all file transfer activities. This enables organizations to demonstrate compliance with regulations such as GDPR, HIPAA, and CCPA.

12. Enable Remote Collaboration by Allowing Team Members to Exchange Files Securely from Different Locations

In an era where remote work and collaboration are increasingly becoming the norm, secure file sharing is paramount. With MFT, team members can exchange files securely, regardless of their physical location. It ensures that the data transferred between different users remains confidential and secure. This makes MFT not just a tool, but a facilitator for remote work, fostering collaboration and productivity within a team.

13. Support Batch Processing by Transferring Large Volumes of Files in a Scheduled and Automated Manner

This use case of Managed File Transfer involves the automation and scheduling of large file volumes. MFT supports batch processing, a method where the system processes large blocks of information in bulk at a time. This helps maintain efficiency and reduce manual workload. By setting up a schedule, the system will automatically begin the data transfer process, ensuring that large files are moved at optimal times, thus improving the transfer speed and avoiding network congestion.

14. Automate the Integration of Data from Multiple Sources by Enabling the Transfer of Files Between Different Systems

Managed File Transfer automates data consolidation from multiple sources, reducing errors and simplifying analysis. MFT ensures easy, secure, and reliable file transfer across different systems, removing the need for costly system-specific solutions. Its versatility caters to various needs like regulatory compliance, large and regular file transfers, and high-speed requirements, making it a resourceful tool. MFT also streamlines business processes by saving time and resources, enhancing efficiency and productivity. Its robust encryption ensures that sensitive data is protected during transmission.

15. Share Confidential HR Documents with External Recruiters or Potential Hires

MFT securely transfers HR documents such as contracts and salary information, ensuring confidentiality and preventing unauthorized access. It streamlines HR processes by automating document sharing, boosts productivity, and can handle large file transfers without data loss. MFT aids in legal compliance, provides a detailed audit trail, and facilitates file sync and share for easy collaboration. It offers version control, real-time notifications for file activities, and secures email attachments by encryption and password protection.

16. Facilitate the Distribution of Training Materials or e-Learning Content to Employees or Students

MFT enhances the distribution of training materials by offering secure, prompt, and widespread transfer. It simplifies e-learning content distribution, enables centralized access to learning resources, and can securely transfer confidential materials. MFT allows companies to update training content easily, ensures distribution to remote teams, and tracks the material distribution. The system significantly cuts costs associated with material distribution and expedites the feedback process, while its multimedia content transfer capabilities boost engagement.

17. Assist in the Migration of Data between Different Systems or Platforms During a System Upgrade or Migration

Managed File Transfer enhances cross-platform data migration, system upgrades, cloud migrations, and server consolidation by ensuring seamless, secure, and efficient data transfer with minimal data loss. It’s crucial for business process automation, big data transfer, and maintaining regulatory compliance due to its capacity for secure, auditable transfers. MFT promotes business-to-business data exchanges and supports disaster recovery by transferring backed-up data swiftly and securely. It also facilitates real-time data synchronization across systems, reducing discrepancies.

18. Enable Data Synchronization Between Different Locations or Remote Offices

MFT can enable data synchronization between numerous geographical locations or remote offices seamlessly. It automatizes the data transfer process ensuring that all locations have access to the latest data. As a result, businesses can enhance productivity and collaboration among their teams irrespective of their physical location. Also, MFT provides security controls and encryption while transferring data which minimizes the risk of sensitive data exposure.

19. Streamline the Exchange of Legal Contracts or Agreements with Clients or Business Partners

Managed File Transfer secures the transmission of sensitive legal contracts and agreements in businesses. It enables automation, reduces human error, and ensures timely document sharing. MFT provides tracking of document status, promotes transparency, and fulfills compliance needs. It also allows multi-party access during document negotiation, hastening the review process. MFT integrates with business systems like CRM or ERP, streamlining legal document exchange. It complies with industry rules through audit trails, user roles, and robust encryption. MFT solutions are scalable, handling increased file transfers for growing businesses efficiently. They also speed up large file transfers, enhancing business operations. MFT ensures disaster recovery and backup of contracts, maintaining business continuity. Operational costs are reduced as MFT automates document exchange, allowing staff to focus on value-added tasks.

20. Facilitate the Submission of Regulatory Compliance Reports or Documents to Relevant Authorities

One vital MFT use case is the streamlining of regulatory compliance reports and document submission. MFT solutions automate this process, ensuring files are sent securely, promptly, and accurately. This is especially crucial for businesses in heavily-regulated industries, where non-compliance can lead to heavy penalties. MFT’s audit trails also make it easier to prove compliance during audits, saving time and resources.

21. Streamline the Transfer of Engineering Design Files and Specifications Between Different Teams or Locations

MFT can assist in integrating remote teams by providing a centralized structure for safe data sharing, enhancing productivity and security. It also enables remote working by facilitating secure transfer of sensitive data. MFT enhances transfer efficiency through automated, scheduled, and bulk transfers, and improves security with features like encryption, secure FTP and audit trails.

22. Support the Exchange of Financial Statements or Audit Reports with External Auditors or Regulatory Bodies

Managed File Transfer solutions streamline the process of securely sending financial statements or audit reports to external auditors or regulatory bodies. They provide a secure and encrypted transmission of sensitive data, ensuring that only authorized parties can access these documents, which is crucial in the financial sector. Through MFT, the exchange is not only secure but also efficient, with the ability to handle large volumes of files and support a range of file types.

23. Transfer Large Datasets for Data Analysis or Processing in Scientific Research or Data-intensive Industries

MFT is commonly used in various sectors to securely and efficiently transfer large volumes of data. In scientific research, genetic sequencing, astronomy, and climate modelling, MFT allows for timely analysis and processing. The pharmaceutical, energy, financial, manufacturing, telecom, supply chain, media, sports, logistics, mining, environmental, HR, e-commerce, IoT, smart city, government, defense, retail, healthcare, online education, and social media sectors also benefit from MFT’s secure data transfer capabilities, aiding in compliance, decision making, quality assurance, conservation, customer experience enhancement, urban service improvement, national security, and learning outcomes.

24. Enable the Secure Transfer of Confidential Customer Information Between Financial Institutions

Managed File Transfer plays a pivotal role in ensuring the secure exchange of sensitive customer data between financial institutions. It employs advanced encryption protocols to protect data from unauthorized access during transmission. Additionally, it provides real-time tracking and control, reducing the risks of data loss or alteration. Therefore, MFT contributes significantly towards fraud prevention, data violation, and compliance with data protection regulations in the financial services sector.

25. Automate the Distribution of Digital Content Like eBooks, Whitepapers, or Software Downloads to Customers or Clients

MFT can automate the distribution of digital content like eBooks, whitepapers, and software downloads to customers upon purchase or subscription, improving efficiency and customer experience. It reduces manual work, speeds up distribution, and improves response times for better customer service. Also, automating tasks leads to significant savings in operational costs and allows staff to focus on strategic growth activities.

Kiteworks Helps Manufacturers Protect Their Sensitive Content with Secure SFTP

Managed File Transfer (MFT) proves to be a critical tool for various use cases across numerous sectors. It allows for the efficient and secure transfer of documents and data, consequently improving operational efficiency, ensuring up-to-date information, and boosting security and compliance. Whether it’s automating the distribution of sales collateral, aiding in scientific research, or ensuring the secure exchange of confidential customer information in finance, MFT allows businesses to reduce manual effort and focus on strategic growth activities. Therefore, MFT not only enhances productivity but also ensures the security of sensitive content shared within and outside the organization.

The Kiteworks Private Content Network, a FIPS 140-2 Level 1 validated secure file sharing and file transfer platform, consolidates email, file sharing, web forms, SFTP and managed file transfer, so organizations control, protect, and track every file as it enters and exits the organization.

With Kiteworks: control access to sensitive content; protect it when it’s shared externally using automated end-to-end encryption, multi-factor authentication, and security infrastructure integrations; see, track, and report all file activity, namely who sends what to whom, when, and how.

Finally demonstrate compliance with regulations and standards like GDPR, HIPAA, CMMC, Cyber Essentials Plus, IRAP, and many more.

To learn more about Kiteworks, schedule a custom demo today.

Additional Resources