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Secure File Sharing for Pharmaceuticals and Life Sciences: Protect Your Data, Intellectual Property, and Reputation

by Bob Ertl updated September 12, 2023 Secure File Sharing

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Pharmaceuticals and life sciences firms deal with large amounts of sensitive and confidential information on a daily basis. As these firms handle critical data from their operations, maintaining the confidentiality and integrity of this information is of paramount importance. One crucial aspect of safeguarding data is secure file sharing, which ensures that sensitive files are shared only with authorized individuals and protected from unauthorized access or data breaches.

In this blog post, we will explore the importance of secure file sharing in pharmaceuticals and life sciences, discuss the risks of insecure file sharing, and highlight the features of a secure file sharing solution. We’ll also share some best practices for secure file sharing and showcase the benefits of using a secure file sharing solution for pharmaceuticals and life sciences.

What Exactly Is Secure File Sharing?

Secure file sharing refers to the process of sharing files or distributing content with others while ensuring that the files remain secure and protected from unauthorized access, theft, or damage. It usually involves the use of tools and technologies, such as encryption, password protection, access controls, advanced threat protection (ATP), and data loss prevention (DLP), to safeguard the files being shared. Secure file sharing can be done through various methods, including cloud-based file sharing services, email, mobile-based file sharing, and other web-based file sharing platforms that have been designed specifically to provide secure file sharing solutions. The primary goal of secure file sharing is to ensure the safety and privacy of sensitive content while making it available to authorized users.

Importance of Secure File Sharing in Pharmaceuticals and Life Sciences

Secure file sharing is crucial for the pharmaceuticals and life sciences industry to protect sensitive and confidential information related to research, development, and clinical trials. Confidentiality and trust are paramount. Secure file sharing plays a critical role in protecting sensitive information. The pharmaceuticals industry needs to share these critical files among team members, clients, and other stakeholders. Using traditional methods like email attachments or physical copies can pose significant risks, including unauthorized access. A data breach can lead to loss of business, loss of trust, lawsuits, and regulatory fines and penalties. Secure file sharing provides a robust and efficient solution to overcome these challenges and ensure that sensitive data is shared securely and efficiently.

Benefits of Secure File Sharing for Pharmaceuticals and Life Sciences

Secure file sharing solutions offer numerous benefits to pharmaceuticals and life sciences firms, including:

Enhanced Data Security

One of the primary benefits of secure file sharing is the heightened level of data security it provides. Traditional methods of file sharing, such as email attachments or USB drives, are susceptible to security breaches and data leaks. On the other hand, secure file sharing solutions employ various encryption technologies and authentication mechanisms to protect files from unauthorized access, ensuring that only authorized individuals can view, download, or modify the files. This helps businesses safeguard sensitive information, intellectual property, and confidential documents from potential cyber threats and data breaches, reducing the risk of financial loss, legal liabilities, and reputational damage.

Improved Collaboration

Secure file sharing also facilitates seamless collaboration among team members, departments, and external partners. It allows multiple users to access and work on the same files simultaneously, eliminating the need for back-and-forth email exchanges or physical file transfers. With features such as version control and document tracking, secure file sharing platforms enable real-time updates and edits, ensuring that everyone has access to the latest version of the file. This streamlines workflow, enhances productivity, and promotes teamwork, particularly for businesses with remote or distributed teams.

Cost and Time Efficiency

Secure file sharing can also result in cost and time savings for businesses. Traditional methods of file sharing, such as printing and mailing physical documents or using courier services, can be time-consuming and costly. Secure file sharing eliminates the need for physical file transfers, reducing printing and mailing costs, as well as transportation costs. Additionally, secure file sharing platforms often come with features such as file organization, search functionality, and access controls, making it easier to manage and locate files, saving time and effort in file retrieval and document management tasks.

Compliance and Regulatory Requirements

Pharmaceuticals companies operate in an industry that is subject to strict compliance and regulatory requirements. Secure file sharing can help businesses meet these regulatory obligations by providing secure channels for transmitting sensitive files. Secure file sharing solutions often have features such as audit logs, permissions, and activity monitoring, which can help demonstrate compliance with regulations such as HIPAA, GDPR, and PCI DSS. This can help businesses avoid penalties, fines, and legal liabilities resulting from noncompliance with industry-specific regulations.

Client and Partner Trust

Secure file sharing can also enhance the trust and confidence of clients, customers, and business partners. When businesses prioritize the security of shared files, it sends a strong message that they value and protect sensitive information. This can build trust among clients and partners, leading to stronger business relationships and potential referrals. In contrast, a data breach resulting from insecure file sharing practices can severely damage a business’s reputation and lead to loss of trust and credibility.

Risks of Insecure File Sharing in Pharmaceuticals and Life Sciences

Pharmaceuticals and life sciences firms need to share sensitive information regularly with team members, clients, research partners, regulators, vendors, and suppliers. File sharing, however, is not without risks, especially if it is done insecurely. Cybercriminals have become more sophisticated and can easily intercept unsecured data, leading to data breaches that can cause significant damage to a firm’s research, intellectual property, and finances.

Insecure file sharing can expose pharmaceuticals and life sciences firms to various risks. One of the biggest risks is unauthorized access, in which sensitive content is accessed by unauthorized individuals or entities, either accidentally by misdelivery, or intentionally by theft or sabotage. In either instance, unauthorized access leads to a data breach, and more than likely, a compliance violation. Unfortunately, traditional file sharing methods like email attachments or physical copies can be easily intercepted or lost, resulting in data leakage and loss of data integrity.

Moreover, these methods lack visibility and control, making it challenging to track and manage file access and usage. These risks can have severe consequences, including financial losses, legal liabilities, damage to the firm’s reputation, and loss of clients’ trust. Therefore, it is imperative for pharmaceuticals and life sciences firms to implement secure file sharing practices to mitigate these risks effectively.

Secure File Sharing Solution Features for Pharmaceuticals and Life Sciences

A reliable secure file sharing solution for pharmaceuticals and life sciences should possess certain key features to ensure the secure exchange of sensitive information. Not all file sharing solutions are created equal, and it is essential to choose a reliable one that meets the specific needs of your industry.

Here are the features of a reliable file sharing solution for pharmaceuticals and life sciences:

1. Security

Pharmaceuticals and life sciences firms deal with sensitive and confidential information, and security is a top priority. A secure file sharing solution should provide end-to-end encryption, multi-factor authentication, access controls, and audit logs to protect your files from unauthorized access, theft, and loss.

2. Compliance

Pharmaceuticals and life sciences firms have to comply with regulatory requirements such as GDPR, HIPAA, and HITECH, among others. A secure file sharing solution should be compliant with these regulations and provide features such as data retention, archiving, and e-discovery to help you meet your legal obligations.

3. Collaboration

Pharmaceuticals and life sciences firms often work in teams or with clients, and collaboration is critical to success. A secure file sharing solution should enable real-time collaboration, version control, commenting, and notifications to ensure everyone is on the same page.

4. Integration

A secure file sharing solution should integrate with other applications seamlessly to streamline workflows, save time, and avoid duplication.

5. Mobility

A secure file sharing solution should provide mobile apps for iOS and Android devices, offline access, and automatic synchronization to enable productivity on the go. In the event of a lost or stolen mobile device, a secure file sharing solution should have a remote wipe feature that allows pharmaceuticals and life sciences companies to delete all sensitive content, otherwise that content can be exposed to unauthorized access and lead to a HIPAA data breach.

6. Scalability

Pharmaceuticals and life sciences firms grow over time, and their file sharing needs naturally change. A secure file sharing solution should be scalable to accommodate increasing data volumes, users, and locations without compromising performance or security.

Secure File Sharing Best Practices for Pharmaceuticals and Life Sciences

Secure file sharing requires a collaborative effort between the pharmaceuticals and life sciences firms, their partners, and other stakeholders. Some of the best practices that firms should adopt to enhance secure file sharing include:

1. Use Secure File Sharing Platforms:

The safest way to share files is through secure file sharing platforms that employ encryption protocols such as SSL, TLS, and AES. These platforms provide secure storage, easy sharing, and secure transfer of files.

2. Protect Content and Systems With Passwords:

Password protect the files that are shared to prevent unauthorized access. Encourage the use of strong passwords and avoid sharing passwords through email.

3. Enforce Multi-factor Authentication:

Multi-factor authentication (MFA) is an additional layer of security that allows a user to log in only after presenting two different authentication factors. It is highly recommended for secure file sharing.

4. Manage Access Controls:

An organization should be able to manage who has access to which files. Access controlshelp ensure that only authorized personnel have access to sensitive data. It is also important to monitor who has access to the shared files.

5. Regularly Back Up Data:

Regular backups of important data can help in the recovery of lost data in case of system failure, malware attacks, or other events that may result in data loss.

6. Train Employees:

Employee awareness is crucial in secure file sharing. Education and training programs can help employees understand the importance of secure file sharing practices, the risks involved, and how to mitigate them.

7. Monitor and Audit File Sharing Activities:

Regular monitoring and audit of file-sharing activities can help identify any irregularities or suspicious activities. It can also help ensure that employees are following the best practices for secure file sharing.

Kiteworks Helps Pharmaceuticals and Life Sciences Organizations Protect Their Data, IP, and Reputations With Secure File Sharing

The Kiteworks Private Content Network gives pharmaceuticals and life sciences organizations a simple and secure file sharing platform that consolidates email, file sharing, managed file transfer (MFT), SFTP, and web forms that are centrally controlled, monitored, and tracked to protect sensitive content and demonstrate compliance with industry regulations and data privacy standards, including HIPAA, GDPR, GxP, ISO 27001, and many more.

Files are encrypted in transit and at rest through an email protection gateway featuring end-to-end encryption. Additional security features include multi-factor authentication, role-based access controls, and a comprehensive audit log.

To learn more about Kiteworks and its secure file sharing capabilities for pharmaceuticals and life sciences companies, schedule a custom demo today.