Best Business File Sharing Software Solutions
Are you looking for a business file-sharing solution? You’ll want the best, but which one is the best? We’ve done the digging for you. Keep reading to find out.
How do I share my business documents? The best way to share your business documents is through secure file-sharing software.
What Is Secure Business File Sharing?
File sharing is a critical part of modern enterprise business. While consumers typically use standard technologies like email or basic cloud platforms to share files, enterprise companies require a specific set of features to support their data infrastructure. To meet these requirements, file sharing often uses standard technologies like File Transfer Protocol (FTP) or Secure File Transfer Protocol (SFTP) as part of platforms with enterprise-grade features.
Readers considering file sharing for businesses need to consider the difference in these common technologies:
- FTP: File Transfer Protocol, or FTP, is one of the most fundamental file transfer protocols available. It is simple, fast, and nearly every computer uses some form of it. It is also unsecured, transmitting data unencrypted over the internet, making it unsuitable for file transfer and sharing of compliance-sensitive or trade-secret content.
- SFTP: Secure (or SSH) FTP is a modified form of FTP that includes SSH encryption to protect data during transmission. This is a standard technology used for batch transfers and platforms that securely integrate enterprise file sharing into other services.
- Cloud File Sharing: When using cloud sharing, organizations rely on an on-premises or public cloud platform to securely store files and present those files to users intuitively, whether through a web interface or a dedicated application.
- Managed File Transfer (MFT): MFT automates file transfer workflow operations to and from servers, repositories, and cloud storage using protocols like SFTP and HTTPS. It also provides enterprise-grade logging, auditing, failure recovery, workflow authoring, and analytics for operations and security. Many enterprise businesses rely on some form of MFT to handle mission-critical transfers and sharing.
Not every one of these approaches is created equal. An MFT solution may not provide the usability of a cloud-sharing solution, for example, which makes it difficult for people to actually share files.
What to Look for in Business File Sharing Solutions
With that information in mind, organizations may have already discovered that an enterprise file-sharing solution includes usability for employees on the front end, and extensive controls and automation on the back end.
More specifically, look for the following features in a functional business file-sharing solution:
- Security: At a minimum, business infrastructure needs to have the capabilities to protect the privacy and integrity of both user data and operational information. That does not include any specific security controls needed depending on the region or industry. Proper business file management should include encryption at the server and during data transmission at all times. Additionally, file-sharing platforms should provide information on security measures like firewalls, anti-malware controls, and integration of logs with security information and event management (SIEM) solutions, among others.
- Compliance: Speaking of region and industry, regulatory compliance is a significant concern for most companies handling user data. Whether it is personally identifiable information/protected health information (PII/PHI), credit card payment information, or information generated by the federal government, a file-sharing solution should cover the regulatory demands of an industry.
- Enterprise Analytics: Maintaining a data-driven business is not just about collecting data. It is also about using that data in a meaningful way to strategize, mobilize, and optimize people and technology in an organization. Business solutions should include some level of reporting and intelligence for a business and IT leadership in the form of customizable dashboards. These tools can help organizations better understand where data is and who is accessing it—which is an essential insight from both an operational and a compliance standpoint.
- Reporting and Auditing: Compliant, secure systems must include audit logs for both reporting and forensic purposes. Therefore, a file-sharing solution must consist of immutable logging to cover system events, identity management, and content access.
On-premise vs. Cloud File Sharing
On-premise file sharing is a solution that allows businesses to store, access, and manage their data on their own local computer systems and storage devices. It is a good option for businesses that want to maintain control over storage and security of their data. On-premise file sharing also allows users to access files and resources without an internet connection.
Cloud file sharing, on the other hand, is a solution that allows businesses to store and share data on a shared virtual space. It is a good option for businesses that don’t have the resources to maintain their own on-premise system or have data that needs to be accessed from multiple locations or devices. Cloud file sharing is a more cost-effective solution compared to on-premise file sharing, as it is not necessary for businesses to purchase their own hardware for storage or to manage the system. Companies only pay for the resources and storage space they use.
The Benefits of Cloud File Sharing
Cloud file sharing is becoming more prevalent as data loads and remote access needs increase. Cloud file sharing meets these requirements and provides many additional benefits, such as:
- Increased Collaboration: Cloud file sharing makes it easy for team members to collaborate on projects from any location, as everyone can access the same files, eliminating the need for multiple versions and reducing the risk of errors.
- Increased Productivity: By enabling team members to access the same shared files concurrently, collaboration and productivity are improved.
- Cost Savings: The cost savings associated with cloud file sharing are significant since it eliminates the need for multiple copies of files and reduces the time spent on administration.
- Enhanced Security: Cloud file sharing adds an additional layer of security to data, so there is less risk of data loss or theft.
- Flexible Access: Cloud file sharing offers flexibility in terms of who can access the files and when. This makes it easy to control who has access to sensitive documents, as well as keep track of the changes made.
Empower Business File Sharing With Kiteworks
Some file-sharing solutions excel in one or two areas: flexibility, security, compliance, file size, analytics, and/or availability. With Kiteworks, businesses get a solution that prioritizes all of these areas. We provide a secure file-sharing platform with powerful automation, dashboards and auditing, and logging capabilities.
With Kiteworks, clients get:
- Security and Compliance: Our systems utilize AES-256 encryption for data at rest and TLS 1.2+ for data in transit. Kiteworks’ hardened virtual appliance, granular controls, authentication and other security stack integrations, and comprehensive logging and auditing capabilities enable organizations to achieve compliance efficiently.
- SIEM Integration: Keep environments secure with an integrated SIEM for alerts, logging, and event response. Integrations include IBM QRadar, ArcSight, FireEye Helix, LogRhythm, and others.
- Audit Logging: With Kiteworks immutable audit logs, organizations trust that the system can detect attacks sooner while maintaining a correct chain of evidence to perform forensics. Since the system merges and standardizes entries from all the components, its unified syslog and alerts save security operations center (SOC) teams crucial time while helping compliance teams prepare for audits.
- Single-tenant Cloud Environment: Implement file transfers, file storage, and access on a dedicated Kiteworks instance, deployed on-premises, on Infrastructure-as-a-Service (IaaS) resources, or hosted in the cloud by the Kiteworks Cloud server. That means no shared runtime, databases or repositories, resources, or potential for cross-cloud breaches or attacks.
- Data Visibility and Management: Kiteworks’ CISO Dashboard provides an overview of an organization’s data: where it is, who is accessing it, how it is being used, and if it complies. Kiteworks helps business leaders make informed decisions and compliance leadership maintain regulatory requirements.
To learn more about business file sharing and security and for a more detailed look at Kiteworks, you can request a demo.
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