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Secure Managed File Transfer: Your Best Option for File Transfer

by Patrick Spencer updated February 7, 2024 Managed File Transfer

Reading Time: 6 minutes

Secure managed file transfer (MFT) is a strategic solution for businesses, playing an essential role when there is a need to securely transfer sensitive data. This technology guarantees the safe transfer of data, eliminating the potential risks associated with traditional and legacy file transfer methods. While these conventional methods have served their purpose in the past, they are no longer viable options in the compliance age, mainly due to their inherent security vulnerabilities.

In today’s business landscape, data breaches and compliance violations are significant concerns. They can lead to financial losses, tarnish a company’s reputation, and even result in regulatory penalties for non–compliance with data privacy laws. Therefore, implementing a secure managed file transfer solution into your business operations is critical. By deploying such a system, businesses can mitigate risk, safeguard their sensitive information, and remain compliant with the increasing number of data protection regulations.

Still debating between FTP and managed file transfer? Here are six reasons why managed file transfer is better than FTP .

Why Traditional File Transfer Methods are Inadequate

Traditional file transfer methods, including FTP, SFTP, email, and ad–hoc solutions, may seem convenient due to their simplicity and ease of implementation. However, they are fundamentally flawed in the face of modern cybersecurity threats. These file transfer methods lack adequate security measures and controls necessary to protect sensitive data like personally identifiable and protected health information (PII/PHI) and intellectual property (intellectual property), making them susceptible to cyberattacks.

Similarly, legacy managed file transfer solutions, while a step above ordinary file transfer methods, are still ill–equipped to handle today’s complex digital environments. These systems often lack the robust security features needed to protect sensitive data adequately. Furthermore, they do not offer the flexibility and scalability necessary for businesses to keep pace with growing data volumes and the continually evolving threat landscape. Consequently, legacy managed file transfer solutions pose significant cybersecurity, data privacy, and non–compliance risks.

Benefits of Secure Managed File Transfer

Secure managed file transfer solutions offer a myriad of benefits to businesses, especially those handling sensitive data. More than just securing files in transit and at rest, a modern, robust managed file transfer solution enhances operational efficiency, enables regulatory compliance, and significantly reduces the risk of data breaches.

An additional but also extremely significant benefit of secure managed file transfer software is improved efficiency. By automating file transfers, businesses can save considerable time and resources, allowing staff to focus on more critical tasks. Additionally, managed file transfer solutions often come with scheduling capabilities, enabling businesses to plan transfers during off–peak hours, which can also contribute to improved efficiency.

Secure Managed File Transfer: Your Best Option for File Transfer

KEY TAKEAWAYS

Limitations of Traditional File Transfer Methods:
FTP, SFTP, and email are no longer viable options for businesses handling sensitive data as these methods lack the necessary security measures and controls to adequately protect critical information.
Benefits of Secure Managed File Transfer:
Secure MFT lets organizations mitigate risk, safeguard their sensitive information, and remain compliant with the growing number of data protection regulations.
Key Security Criteria for Managed File Transfer:
Prioritize advanced encryption methods, DLP, and robust access controls to manage user permissions.
Comprehensive Audit and Reporting Capabilities:
Comprehensive audit logging and detailed reporting features provide organizations the visibility and accountability to demonstrate compliance and quickly respond to security incidents.
Selecting and Maintaining a Secure MFT Solution:
Organizations should consider the vendor’s reputation, track record of delivering reliable and secure solutions, and the overall scalability of the platform to meet evolving business needs.

Key Criteria for Secure Managed File Transfer

To ensure that a managed file transfer solution genuinely provides secure file transfer, it must meet specific key criteria.

One of the most critical aspects is encryption. A secure managed file transfer solution should use advanced encryption methods, such as AES encryption or SSL/TLS encryption, to protect data both in transit and at rest. This prevents unauthorized access to sensitive information should the data be intercepted in transit.

Another vital component is Data Loss Prevention (DLP). This feature helps to prevent accidental or intentional data breaches by automatically scanning for sensitive data and blocking or quarantining suspicious file transfers. With robust DLP capabilities, businesses can be reassured potential data loss incidents are significantly mitigated.

Access controls are crucial for limiting who can send and receive files using your MFT solution. These controls manage user permissions, ensuring that only authorized individuals can access the system and interact with your sensitive data. By implementing stringent access controls, you can significantly reduce the risk of internal data breaches.

Audit logs are also an essential feature of a secure MFT solution. These logs provide a detailed history of all file transfer activities, making it easier to track and monitor data movement. Audit logs can be invaluable when conducting internal audits or investigating a potential data breach.

A secure managed file transfer solution should also provide comprehensive reporting and alerting capabilities. These features enable businesses to monitor their file transfer activities in real–time and to generate detailed reports for compliance audits. Additionally, alerts can notify an organization of potential issues or suspicious activities, allowing the organization to take immediate action to prevent a data breach.

Finally, a secure managed file transfer solution should provide seamless integration with existing systems and applications. This not only simplifies the deployment process but also ensures that the business can leverage their current infrastructure to its full potential, maximizing return on investment (ROI).

In conclusion, when selecting an MFT solution, it’s crucial to consider these key security features. By doing so, the organization can ensure their sensitive data stays protected in compliance with data privacy regulations and their reputation remains intact.

Choosing the Right Secure Managed File Transfer Solution

The managed file transfer marketplace is saturated with solutions. Choosing the right one for your business therefore can be a daunting task. The choice, however, narrows markedly if you take into consideration the security features we’ve discussed, along with your specific business needs and budget. You should also consider a managed file transfer solution that supports multiple advanced security protocols and can integrate smoothly into your existing infrastructure. Moreover, consider the solution’s scalability to ensure it can grow with your evolving business needs.

Equally important is vendor reputation. Ensure the managed file transfer vendor has a track record of delivering reliable, secure, and efficient managed file transfer solutions. User reviews and case studies can provide valuable insights into a solution’s performance, reliability, and customer satisfaction, helping you make a more informed decision.

Implementing and Maintaining Your Secure Managed File Transfer Solution

Once you’ve selected a secure managed file transfer solution that meets your business requirements, the next step is implementation. To ensure a smooth implementation, it’s advisable to use a phased approach, gradually replacing your existing file transfer systems. This allows time for your staff to learn the new system and for any potential issues to be identified and resolved.

Maintaining your managed file transfer solution is equally important. Regular software updates and patches are crucial to ensure your system remains secure against evolving cyber threats. Additionally, routinely review user permissions and security configurations to ensure they remain appropriate for your business needs. It’s also beneficial to conduct frequent audits and compliance checks to ensure your system remains compliant with relevant data protection regulations.

Kiteworks Helps Organizations Protect Their File Transfer Data with Secure Managed File Transfer

In today’s complex business environment, secure managed file transfer solutions are pivotal for protecting sensitive business data. As traditional and legacy file transfer methods become increasingly inadequate, companies need to adopt robust, secure managed file transfer solutions that offer advanced security features such as encryption, data loss prevention, audit logs, and stringent access controls.

The right managed file transfer solution enhances operational efficiency, supports regulatory compliance, and provides robust protection against data breaches. However, it’s crucial to choose a solution that meets your specific business needs, from a vendor with a strong track record. Finally, effective implementation and routine maintenance are paramount to ensure your managed file transfer solution remains effective in securing your sensitive data.

The Kiteworks Private Content Network, a FIPS 140-2 Level 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.

Kiteworks secure managed file transfer provides robust automation, reliable, scalable operations management, and simple, code-free forms and visual editing. It is designed with a focus on security, visibility, and compliance. In fact, Kiteworks handles all the logging, governance, and security requirements with centralized policy administration while a hardened virtual appliance protects data and metadata from malicious insiders and advanced persistent threats. As a result, businesses can transfer files securely while maintaining compliance with relevant regulations

Kiteworks secure managed file transfer supports flexible flows to transfer files between various types of data sources and destinations over a variety of protocols. In addition, the solution provides an array of authoring and management functions, including an Operations Web Console, drag-and-drop flow authoring, declarative custom operators, and the ability to run on schedule, event, file detection, or manually.

Finally, Kiteworks Secure MFT Client provides access to commonly-used repositories such as Kiteworks folders, SFTP Servers, FTPS, CIFS File Shares, OneDrive for Business, SharePoint Online, Box, Dropbox, and others.

In total, Kiteworks secure managed file transfer provides complete visibility, compliance, and control over IP, PII, PHI, and other sensitive content, utilizing state-of-the-art encryption, built-in audit trails, compliance reporting, and role-based policies.

To learn more about Kiteworks’ secure managed file transfer capabilities, schedule a custom demo today.

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