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Secure File Sharing Best Practices for the Aerospace Industry

by Robert Dougherty updated November 25, 2023 Secure File Sharing

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Secure file sharing has become increasingly important for various industries, and the aerospace sector is no exception. In an era where the transfer of sensitive information is a daily occurrence, the aerospace industry must adhere to rigorous data protection and regulatory compliance standards. The appropriate use of secure file sharing systems allows companies to communicate confidential data quickly and safely, boosting efficiency without compromising security. These systems also allow companies to demonstrate compliance with various data privacy regulations.

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The aerospace sector deals with highly classified documents that must be protected whenever they’re shared and wherever stored. These documents include, but are in no way limited to, design blueprints, research and development reports, and classified contracts. These files often contain intellectually property and other crucial data that, if leaked, could lead to significant losses both financially and in terms of national security. Thus, the need for secure file sharing within the aerospace industry cannot be overstressed.

In this post, we’ll explore the critical requirements a secure file sharing solution should contain and provide some best practices for protecting sensitive content when aerospace manufacturers share it with customers, regulators, and trusted partners.

Why Secure File Sharing Matters in the Aerospace Industry

Nearly every company in the aerospace industry frequently collaborates on projects and shares sensitive data. Secure file-sharing enables aerospace professionals to share large amounts of sensitive data quickly, with the assurance of safety and security. This is especially valuable for collaborations involving intellectual property, financial information, or military secrets where secure communication is a top priority.

Complying with standards set by ICAO and NASA, as well as industry regulations like FAA, Export Control Regulations, AS9100, International Trade in Arms Regulations (ITAR), followed by data security requirements like the Cybersecurity Maturity Model Certification (CMMC compliance), Federal Risk and Authorization Management Program (FedRAMP), and the Federal Information Security Management Act (FISMA) is also more straightforward with secure file sharing. Whatever the regulation or standard, the secure sharing and storage of data is required, which secure file-sharing platforms are built to facilitate.

Failing to secure sensitive information can cause significant damage. The consequences of a data breach include not just the loss of critical or proprietary information, but also regulatory fines and penalties, loss of business (including critical government contracts), litigation, and brand erosion. In total, it’s imperative for aerospace manufacturers to ensure the sensitive data they generate, process, share, and store is protected at all times.

Benefits of Secure File Sharing for Aerospace Manufacturers

Secure file sharing platforms play a significant role in aiding aerospace manufacturers in protecting their intellectual property and other sensitive information, while also maintaining seamless operations. These platforms have become an integral part of their operations due to the high necessity for data security in this industry.

By strategically implementing and utilizing a secure file sharing solution, these manufacturers don’t just fulfill stringent data protection regulations, they also significantly enhance their operational efficiency. This improved efficiency is instrumental in making them more competitive on the international stage, where competition is fierce.

It’s not just the manufacturers who stand to gain from the use of secure file sharing services. Their customers, too, reap substantial benefits from the sense of assurance that comes from knowing their data is managed safely and securely. When they have confidence in the security measures in place, customers are far more inclined to commit to long-term business relationships with the manufacturers. This trust and commitment lead to robust customer retention, which ultimately translates into increased profitability for the manufacturers.

How Secure File Sharing Benefits Aerospace Manufacturers

For aerospace manufacturers, the application of secure file sharing can have a transformative impact, fortifying their operations and making them more secure. With secure file sharing, manufacturers can better protect their proprietary designs, manufacturing processes, and other intellectual property. The enforcement of stringent access controls ensures that only authorized individuals can access specific files, thereby reducing the risk of internal data leaks.

Aside from protection of sensitive data, secure file sharing also makes compliance processes more efficient. Digital audit logs and compliance reports can be shared securely with relevant authorities, reducing the time taken for regulatory audits and ensuring compliance with regulations such as CMMC and ITAR. This not only prevents the occurrence of hefty fines but also builds a solid reputation for the manufacturer in terms of data security and regulatory compliance.

Secure File Sharing Builds Customer Trust

Secure file sharing also fortifies relationships with customers. When aerospace manufacturers utilize secure file sharing systems, they present an opportunity for increased transparency and collaboration. This can significantly augment a company’s relationship with its clientele by promoting an ethos of openness and cooperation.

Moreover, companies that make a point to show they have robust data security measures in place can foster a sense of confidence in their customer base. These clients can have peace of mind knowing their sensitive data, including contract details, payment information, and proprietary specifications, is being shielded from potential breaches. They know their vital information will be treated with the reverence it deserves, leading to increased trust.

By prioritizing secure file sharing, aerospace manufacturers can demonstrate a tangible commitment to their customers’ security needs, an act which invariably leads to stronger customer relationships and brand loyalty.

Secure File Sharing Use Cases for the Aerospace Industry

Secure file sharing has become an essential element in the aerospace industry, particularly with the increasing dependency on digital solutions. It aids aerospace manufacturers in protecting sensitive content, tracking the access, and usage of intellectual property and ensuring regulatory compliance. The use of advanced aerospace file sharing practices provides robust protection against cyberattacks and other threats, safeguarding valuable data.

One critical use case for secure file sharing in the aerospace industry is the protection of intellectual property like design blueprints. These documents contain highly sensitive information that is crucial to the company’s success. Through secure file sharing, manufacturers can limit access to these blueprints, tracking who accesses them and when. This not only shields the company from external threats that could jeopardize their competitive advantage but also prevents the potential for internal breaches like sabotage, theft, or misdelivery.

Another practical application lies in collaboration. Aerospace projects often involve teams spread across different geographical locations working in tandem. Secure file sharing allows seamless and secure collaboration among these teams, sharing complex designs, testing results, and extensive data sets without the fear of security infringements.

Secure file sharing also proves integral in demonstrating regulatory compliance. Manufacturers have to provide evidence of following specific standards like ITAR. A secure file sharing system provides a clear audit log, documenting all data transactions which can be used to demonstrate compliance to regulatory bodies like the FAA.

In the aerospace industry, secure file sharing solutions are also utilized to streamline internal and external communications without compromising security. For instance, design teams spread across multiple locations can utilize secure file sharing platforms to exchange blueprints and product specifications, simulation data, and design modifications with ease. This facilitates faster iterations and promotes a more collaborative work environment. In the event of a joint venture, secure file sharing allows for the safe exchange of R&D data, financial documents, and shared intellectual property. A secure file sharing solution ensures that sensitive information is only accessible to authorized personnel and is protected even while in transit, thereby maintaining the integrity and confidentiality of the data.

Quality assurance, supply chain management, and similar departments within many aerospace businesses rely heavily on robust and secure file sharing solutions. The information they handle and share often includes compliance documentation, a necessary component as it ensures the company’s adherence to regulatory standards. Additionally, audit logs, which record the chronological sequence of system activities are also exchanged. These are crucial for detecting any operational inefficiencies or compliance violations.

Business development and procurement departments will process, review, and share component specifications as they serve as detailed descriptions of product parts. They will also share, iterate, and share supplier contracts that establish the legally binding terms between the company and its partners and suppliers. Timeliness and accuracy in the sharing of these documents is therefore critically important in maintaining smooth operations, ensuring the company’s integrity, and preventing any potential legal issues. Thus, secure file sharing is integral to their day-to-day functioning.

Top Secure File Sharing Features for Aerospace Manufacturers

When it comes to secure file sharing, some features are particularly beneficial for the aerospace industry. These include:

Data encryption refers to the digital security technique that is employed to protect vital data from unauthorized access. It works by converting plain text or raw data into a series of gibberish, or ciphertext, through a systematic process of encoding. This process of encoding makes the data unreadable and, therefore, inaccessible to any third parties who do not possess the correct decryption keys.

The primary purpose of data encryption is to secure confidential information during its transmission across networks or while it is stored in devices or cloud-based databases. Even if unscrupulous elements or hackers manage to intercept or obtain the encrypted data during transmission, the information will remain safe. This is because, without the unique decryption key, the stolen data in its encrypted form is virtually useless as it remains unreadable and incomprehensible to the unauthorized parties. Thus, data encryption provides an extra layer of protection, ensuring the privacy and integrity of data against potential cyber threats or breaches.

User authentication is an essential security measure integrated into file-sharing systems. This process involves the thorough verification of a user’s identity before they’re given permission to access the system.

The primary purpose here is to ensure that the user seeking access to the system is indeed who they claim to be, hence mitigating any potential security risks. In a file-sharing system, user authentication could take various forms. It could be as simple as requesting a correct username and password. Alternatively, it could be more complex incorporating multi-factor authentication (MFA) which may require additional details such as a fingerprint scan, a security key, or a one-time password sent to the user’s phone. Once the system successfully validates the user’s identity, the user then gets access to the file-sharing system and can interact with its contents, whether it’s uploading, downloading, or sharing files.

Therefore, user authentication safeguards against unauthorized access and ensures only permitted individuals can access and manipulate the files within the system. Nevertheless, the level of authentication required often correlates directly to the sensitivity of the information contained within the files. For instance, a file-sharing system holding a company’s sensitive documents would typically implement stringent user authentication compared to a system used for sharing less sensitive files. This way, user authentication ensures a significant level of data protection while promoting a safer and more controlled file-sharing environment.

Access controls are specific mechanisms put in place within a computer system, network, or online platform that restrict users’ ability to interact with certain digital elements such as files and data. These controls are not uniform for every user, instead, they are uniquely tailored according to the user’s role and responsibilities within an organization or system. For instance, an employee in a company’s marketing department may only have access to files related to marketing strategies and client data, whereas someone from the accounts department may only be allowed to access financial records. This ensures that sensitive information is only accessible to those who truly need it for their work, thereby enhancing the overall security of the system.

In more complex systems, these access controls may even dictate what a user can do with a file once it is accessed. Some users may only have permission to view a file, while others may be able to modify or delete it. A system administrator typically oversees the assignment and updating of these access controls, allowing for dynamic and flexible security management.

Access controls can be a crucial part of an organization’s data governance strategy, helping to prevent unauthorized access and data breaches. They form a key component in maintaining the integrity and confidentiality of a system’s information.

Audit logs refer to the transparent, documented evidence of events, procedures, or decisions that are involved in any operation or activity within a system. They provide an organized, chronological log of all the actions relating to file access and activities within a specific system. This function is crucial in maintaining system security, enabling the tracking of any event that may have changed information or data in any way.

Audit logs work by compiling a detailed record of every instance of file access, alterations, and various activities that occur. It identifies who accessed a particular file, at what time it was accessed, and what actions were performed on the file. This would include actions such as creating, reading, updating, and deleting files. Even unsuccessful attempts to access files are tracked.

Audit logs play a significant role in system management and compliance reviews, particularly in sectors that have stringent data regulatory frameworks, such as healthcare, finance, or government services. They help in identifying any potential irregularities or security breaches and are also used in diagnosing and resolving any technical issues. In instances of data breaches or unauthorized file access, audit logs provide an invaluable resource to identify the source and extent of the breach. They can assist security professionals in their investigations and aid in the recovery of the system from the impact of such incidents.

Furthermore, the periodic review of these logs facilitates the detection of any patterns or trends that could be indicative of a potential future threat. This allows for proactive security management and reduces the risk of exploitation of any vulnerabilities in the system. In summary, audit logs are an indispensable tool in maintaining the integrity and security of a system, offering the capability to monitor, review, and analyze all file access and activities for future use.

Compliance features are integral aspects of software solutions and their primary function is to ensure that a particular organization or business adheres to the regulatory requirements set by specific industries. This involves a broad scope of regulations that might vary substantially depending on the industry or sector in question. These features are designed in a way that enables businesses to maintain compliance with regulatory standards without having to invest additional effort or resources. For instance, they can facilitate compliance with standards such as AS9100, CMMC, FedRAMP, NIST 800-171, ITAR, and FISMA, among others.

Implementing a Secure File Sharing Solution: Best Practices and Pitfalls for Aerospace Manufacturers

When implementing a secure file sharing solution, businesses within the aerospace industry must consider several best practices to secure valuable intellectual property, often targeted by cybercriminals. The first step is selecting a solution which complies with global aerospace industry standards, such as AS9100. A platform with strong encryption, secure data transit, and secure storage will protect files from unauthorized access. Cloud-based solutions are typically recommended for their scalability and robust security measures.

It’s crucial, however, to ensure the provider adheres to the highest security certifications. They should also offer features for monitoring and controlling access, such as two-factor authentication and permission controls. Getting staff on board with a new system is a common pitfall. It’s important to provide extensive staff training to mitigate this risk. Clear communication about why this change is crucial and how it will benefit the overall operations of the company can help ease the transition. In conclusion, while implementing a secure file sharing solution may seem daunting due to the sensitive nature of aerospace data, it’s entirely achievable with proper planning and consideration. This includes selecting a compliant, reliable platform, conducting rigorous employee training, and continuously monitoring and adapting your security measures.

Effective and secure file sharing is a critical aspect for businesses in the aerospace industry. The sensitive nature of the data requires efficient file sharing solutions that guarantee safe transfer of sensitive information between teams, departments, and companies.

Implementing a robust and secure file sharing solution necessitates understanding of best practices.

Firstly, businesses should opt for solutions offering end-to-end encryption. This ensures data is unreadable to any unauthorized individual.

Secondly, the implementation of two-factor authentication adds an extra layer of security, preventing unauthorized access even if passwords are compromised.

Lastly, a solid solution should provide detailed audit logs for all file activities.

While implementing these solutions, aerospace manufacturers must avoid common pitfalls that could compromise the security of their file sharing. One such pitfall is not training staff adequately on the use of the secure file sharing solution. A poor understanding might lead to employees using insecure channels to share files.

Another common pitfall is forgetting to regularly update the file sharing solution. Cyber threats are continuously evolving, and software updates often contain vital security patches. Ignoring updates could leave the system vulnerable.

One more pitfall is not integrating the solution with existing infrastructure. This can cause the solution to be less effective and result in lower adoption rates.

Avoiding these pitfalls when implementing a secure file sharing system can significantly reduce the risk of data breaches in the aerospace industry. It ensures secure data management and seamless collaboration among stakeholders.

Kiteworks Helps Aerospace Manufacturers Protect Sensitive Content and Demonstrate Regulatory Compliance With a Private Content Network

Secure file sharing is a critical aspect of the aerospace industry, with its significance extending from internal operations to external collaborations and customer relationships. It facilitates quick and secure communication, promotes efficient operations, and safeguards crucial intellectual property. Moreover, with robust features like data encryption, user authentication, access controls, audit logs, and compliance features, secure file sharing systems are designed to meet the specific needs of the aerospace industry, including stringent regulatory compliance. Ignoring the use of secure file sharing could lead to dire consequences, including financial losses, damage to reputation, regulatory non-compliance, and potential national security threats. Therefore, investing in a reliable and secure file sharing system is not just an option but a necessity for every entity operating in the aerospace industry.

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 supports nearly 90% of CMMC 2.0 Level 2 requirements out of the box. As a result, DoD contractors and subcontractors can accelerate their CMMC 2.0 Level 2 accreditation process by ensuring they have the right sensitive content communications platform in place.

With Kiteworks, DoD contractors and subcontractors unify their sensitive content communications into a dedicated Private Content Network, leveraging automated policy controls and tracking and cybersecurity protocols that align with CMMC 2.0 practices.

Kiteworks enables rapid CMMC 2.0 compliance with core capabilities and features including:

Certification with key U.S. government compliance standards and requirements, including SSAE-16/SOC 2, NIST SP 800-171, and NIST SP 800-172
FIPS 140-2 Level 1 validation
FedRAMP Authorized for Moderate Impact Level CUI
AES 256-bit encryption for data at rest, TLS 1.2 for data in transit, and sole encryption key ownership

Kiteworks deployment options include on-premises, hosted, private, hybrid, and FedRAMP virtual private cloud. 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.

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