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12 Essential Secure File Sharing Software Requirements

by Patrick Spencer updated April 11, 2023 Secure File Sharing

Reading Time: 12 minutes

Secure file sharing has become an essential part of every organization, and choosing the right software is crucial for maintaining the security, governance, and compliance of sensitive data. With increasing data breaches and cyberattacks, organizations must ensure that their file sharing software meets the highest security and compliance standards.

This article will explore the essential features and capabilities that a top-notch secure file sharing solution should possess. We will focus on security, governance, and compliance and discuss how secure file sharing software is necessary for any organization.

Secure File Sharing Software: Why It’s Important

File sharing has become essential to communication and collaboration. The need for secure file sharing has become even more crucial with the increase in remote work. Secure file sharing is loosely defined as the exchange of digital content between authorized users while ensuring the confidentiality, integrity, and availability of that content.

The importance of secure file sharing cannot be overstated. First, it helps prevent unauthorized access to sensitive and confidential information. Exposure to customer data, intellectual property, or personally identifiable information and protected health information (PII/PHI) could lead to significant financial loss, reputational damage, and litigation. Second, secure file sharing enables organizations to comply with data protection regulations and industry standards. Failure to comply with these regulations could result in fines and legal action.

Third, secure file sharing helps improve productivity by enabling teams to access and collaborate on files, regardless of their location or device. This makes it easier for teams to share information and work together, improving overall productivity.

Secure File Sharing Software: Top Requirements

As more sensitive data is being shared and transferred between employees, clients, and partners, it is crucial to have a secure file sharing solution to protect against data breaches, cyberattacks, and unauthorized access.

A top-notch secure file sharing solution should provide end-to-end encryption, multi-factor authentication, and granular access controls to ensure that only authorized users can access sensitive information. It should also offer features such as version control, audit trails, and remote wipe capabilities to give organizations complete control over their data.

A top-notch secure file sharing solution should be user-friendly and easy to use to ensure employees can collaborate seamlessly without sacrificing security. It should also integrate with other productivity tools like email, cloud storage, and project management software. Organizations seeking to securely and compliantly share files inside their organizations and with third parties need to consider the following 12 essential requirements when evaluating secure file sharing software.

1. Secure File Sharing Software Features

Secure file sharing software often has several security features designed to protect files from unauthorized access, theft, and misuse. These features include password protection, encryption, access control, audit trails, and multi-factor authentication. Let’s explore these security features in more detail and explain how they can help businesses protect their sensitive data content sharing files with colleagues and trusted third parties.

2. End-to-End Encryption

End-to-end encryption is a critical and highly effective security feature, and it is widely used in messaging applications, cloud storage services, and other platforms that require secure data transfer. Encryption enables businesses to protect the sensitive information they store and share by converting, therefore disguising, content with letters and numbers that can’t be deciphered. The content can only be “unlocked” by an encryption key that converts the letters and numbers back to their original form. The encryption key is only accessible to the sender and the recipient, making it nearly impossible for anyone else to access the content.

Encryption is essential for protecting sensitive information, such as financial data, protected health information (PHI), and intellectual property, from unauthorized access. End-to-end encryption provides a robust security mechanism that can protect data from being intercepted or compromised by hackers, cybercriminals, or other unauthorized individuals.

While end-to-end encryption is a highly effective secure file sharing software feature, it is essential to note that it does not protect against other types of cyberattacks, such as phishing. Adopting a multilayered security approach that includes additional security measures such as firewalls, antivirus software, and intrusion detection systems is crucial to ensure complete protection against cyber threats.

a. Why End-to-End Encryption Is Essential for Secure File Sharing

End-to-end encryption is crucial for secure file sharing because it ensures that only the sender and intended recipient can access the content, whether it’s in an email body or file attachment. This is especially important for organizations that handle sensitive data, such as financial information, healthcare records, and intellectual property.

End-to-end encryption protects data privacy by encrypting the data on the sender’s device and decrypting it only on the recipient’s device, making it unreadable to anyone who may intercept it while in transit. This security measure ensures that even if the file is intercepted or compromised, it will be impossible for the attacker to read its contents.

With end-to-end encryption, businesses can be confident that their data is protected from unauthorized access and data breaches.

3. Multi-factor Authentication

Multi-factor authentication (MFA) is a security mechanism that requires users to provide multiple forms of authentication to access a system, application, or device. This security protocol has become increasingly important in today’s digital world, where cyber threats and data breaches are increasing at alarming rates, often due to successful phishing attacks in which a victim is duped into sharing credentials to the systems and applications containing sensitive information. By requiring users to provide multiple forms of authentication, MFA provides an extra layer of security that can prevent unauthorized access to sensitive content and systems. In this context, MFA is a critical security measure organizations should prioritize in their cybersecurity strategies.

a. Explanation of Two-factor Authentication

The authentication process typically involves three factors: something the user knows, something the user has, and something the user is.

The first factor, something the user knows, is usually a password, PIN, or security question. The second factor, something the user has, is typically a physical object such as a security token, a smart card, or a mobile device that generates a one-time code. The third factor, something the user is, is usually a biometric characteristic such as a fingerprint, iris scan, or facial recognition.

To authenticate, the user must provide at least two factors. For example, the user may enter a password and a one-time code from a mobile device. This process provides an extra layer of security that can prevent unauthorized access to sensitive content and systems.

b. Why Multi-factor Authentication Is Crucial for Secure File Sharing

MFA is vital for secure file sharing because it adds an extra layer of protection against unauthorized access to sensitive information.Passwords are often the first defense against cyberattacks, but they can be easily compromised through various means, such as brute-force attacks, phishing, credential theft attacks, and social engineering. MFA mitigates these risks by requiring additional factors such as biometrics, security tokens, or one-time passcodes.

MFA provides a higher assurance that only authorized users are accessing sensitive files. By requiring multiple factors to authenticate a user’s identity, MFA reduces the risk of a single point of failure in the authentication process. In addition, MFA mitigates the risk of data breaches and limits the impact of a data leak in the event of a cyberattack.

4. Access Controls

Access controls are a fundamental requirement for secure file sharing software. Access controls ensure that only authorized users can access sensitive files, reducing the risk of unauthorized access and subsequent data breaches. Access controls can be implemented in various ways, including role-based access control, file-level permissions, and user authentication. Role-based access control assigns specific roles to users, allowing them to access only the files necessary for their job function. File-level permissions restrict access to particular files or folders based on user roles or permissions. Permissions can vary from view only, to upload, download, edit, share, and other activities. User authentication requires users to provide valid credentials to access files. By implementing access controls, secure file sharing software can protect sensitive data from unauthorized access and misuse.

a. Access Control Types

Access controls are a vital requirement for secure file sharing software. Different types of access controls can be implemented to ensure that only authorized users can access sensitive files.

Role-based access control (RBAC) is a widely used access control method that assigns specific roles to users based on their job functions. Users are granted access only to the files necessary for their job roles, reducing the risk of unauthorized access. RBAC also simplifies the management of access controls by grouping users based on their roles.

File-level permissions are another type of access control that restricts access to specific files or folders based on user roles or permissions. File-level permissions can be set to read only, read and write, or no access, depending on the user’s position or level of access.

User authentication, like two-factor or multi-factor authentication, is another type of access control that requires users to provide valid credentials such as a username and password or multi-factor authentication to access files. User authentication ensures that only authorized users can access sensitive files.

b. How Access Controls Enhance Secure File Sharing Software

Access controls are essential for enhancing secure file sharing and secure file sharing software by limiting access to sensitive files to only authorized users. Access controls ensure that users can only access the files necessary for their job roles, reducing the risk of unauthorized access. File-level permissions restrict access to specific files or folders based on user roles or permissions. User authentication requires users to provide valid credentials to access files. By implementing access controls, file sharing software can protect sensitive data from unauthorized access and misuse, ultimately enhancing the overall security of file sharing.

5. Activity Monitoring and Auditing

Activity monitoring and auditing enhance secure file sharing and secure file sharing software by ensuring that user activities are tracked and suspicious behavior is detected and addressed promptly. Activity monitoring and auditing involve tracking user activities and maintaining a record, typically in the form of an audit log, of all file sharing events. This helps businesses detect and investigate suspicious activities, unauthorized access, or data breaches. Activity monitoring and auditing are necessary for secure file sharing because they provide visibility into user behavior, namely who sent what to whom and when, and can help prevent data breaches. Additionally, they enable organizations to comply with industry and regional data privacy regulations and standards, such as the General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA), by maintaining a complete audit trail of file sharing activities.

6. Data Loss Prevention (DLP)

Data loss prevention (DLP) is vital for secure file sharing software. DLP technology helps prevent the loss or theft of sensitive content by monitoring and blocking file transfers that violate security policies. This technology can identify and prevent the unauthorized transfer of sensitive files by detecting patterns and content that indicate sensitive data is being transferred. DLP technology can also see and prevent accidental data leaks caused by human error, such as sending an email to the wrong recipient. Implementing DLP in file sharing software can help prevent data breaches, reduce the risk of data loss, and ensure that sensitive data is only accessible to authorized users. In conclusion, DLP is an essential component of secure file sharing software that helps protect sensitive data from unauthorized access, theft, or misuse.

a. How DLP Helps Prevent Data Breaches and Leaks

DLP technology uses content analysis and pattern recognition to identify sensitive data in transit, such as credit card numbers, Social Security numbers, or other personally identifiable information. It can prevent the unauthorized transfer of sensitive data by blocking it or alerting administrators to potential policy violations. By enforcing policies that prevent data from being transmitted or stored in insecure locations, DLP technology helps organizations ensure that sensitive data is only accessible to authorized users.

7. Content Governance

Content governance is an essential aspect of secure file sharing and secure file sharing software. Content governance includes policies, procedures, and protocols that govern an organization’s access, use, storage, and sharing of sensitive content. Content governance gives organizations the tools to maintain control over their data and ensure compliance with data privacy regulations and standards.

8. User Management

User management is also a crucial requirement for secure file sharing and secure file sharing software. User management involves creating, managing, and maintaining user accounts, roles, and permissions. It enables organizations to control who has access to sensitive content and what actions they can perform on or with that content.

User management, for example, allows administrators to grant or revoke access to specific files or folders based on user roles or permissions. It also enables administrators to monitor and audit user activities to detect suspicious behavior or policy violations.

a. How User Management Helps Organizations Maintain Control Over Data Access

Effective user management is essential for maintaining content security, governance, and authenticity. It is therefore a critical component of secure file sharing software. By controlling access to sensitive content and monitoring user activities, user management can help prevent unauthorized access, data breaches, and insider threats. Additionally, it enables organizations to comply with regulations and industry standards by providing a complete audit trail of file sharing activities.

9. Document Management

Document management is critical for secure file sharing software that enables efficient collaboration. Document management involves creating, organizing, and managing documents within a centralized system. This provides a single source of truth for all documents, reducing the risk of version control issues and ensuring everyone has access to the most up-to-date information.

Document management enables secure collaboration by allowing users to share and collaborate on documents within the centralized system. It provides versioning and access control, allowing administrators to control who has access to specific records and what actions they can perform on those documents. This ensures that sensitive data is only accessible to authorized users and that all file sharing activities are audited and tracked.

Effective document management facilitates efficient collaboration by streamlining communication, improving productivity, and reducing errors. It provides a secure platform for sharing and collaborating on documents, ensuring everyone can access the most up-to-date information and that sensitive content in documents is protected from unauthorized access or misuse.

10. Version Control

Version control is another important feature in secure file sharing software. It enables users to keep track of changes made to a file over time, ensuring data integrity and accuracy. Version control allows users to create, manage, and compare different file versions, making it easier to collaborate on projects without losing important information.

Version control ensures data integrity by preventing accidental changes, loss of information, or duplication of efforts. It ensures that users can access the most up-to-date information and helps avoid confusion and errors resulting from multiple versions of the same document. In addition, version control enables administrators to track changes and identify who made specific modifications to a file, making it easier to identify issues or errors and ensure compliance with regulations and industry standards.

11. Role-based Permissions

Role-based permissions, a subset of access controls, are a critical requirement for secure file sharing software. They enable organizations to enforce access controls and limit user access to specific files and folders based on their roles and responsibilities.

Role-based permissions allow administrators to assign specific roles to users and define their access levels, ensuring they only have access to the data necessary for their job function. This helps organizations enforce access controls and reduce the risk of data breaches or unauthorized access to sensitive information.

Role-based permissions also enable administrators to audit user activity, track file access and usage, and generate reports to identify suspicious or unauthorized activity. This helps organizations maintain compliance with regulations and industry standards and ensures that sensitive data is protected from unauthorized access or misuse.

12. Regulatory Compliance

Compliance with industry regulations is critical for any organization that deals with sensitive content. Therefore, secure file sharing software must have robust compliance features to ensure that content is protected, stored, and shared by legal and industry-specific requirements.

a. HIPAA Compliance

Healthcare organizations and the businesses that support them must demonstrate compliance with the Health Insurance Portability and Accountability Act (HIPAA). HIPAA includes a set of regulations that mandate the security and confidentiality of protected health information (PHI) and electronic PHI (ePHI).

HIPAA compliance ensures that healthcare organizations implement appropriate administrative, physical, and technical safeguards to protect patient data from unauthorized access, disclosure, or misuse. This includes providing secure data storage, transmission, access controls, and policies and procedures to maintain data confidentiality and integrity.

HIPAA compliance is essential for healthcare organizations to avoid regulatory penalties, data breaches, and cyberattacks. By implementing secure file sharing software with HIPAA compliance capabilities, healthcare organizations and their business associates can ensure they comply with HIPAA.

b. GDPR Compliance

Compliance with the European Union’s General Data Protection Regulation (GDPR) is a critical requirement for secure file sharing and secure file sharing software, particularly for organizations that handle the personal data of EU citizens and residents. GDPR compliance includes a set of regulations that mandate the protection of personal data, ensuring its confidentiality, integrity, and availability.

GDPR compliance requires organizations that process, store, or share personally identifiable information (PII) belonging to EU citizens and residents to implement appropriate technical and organizational measures to protect personal data from unauthorized access, disclosure, or misuse. This includes implementing appropriate access controls, encryption, and data loss prevention measures.

GDPR compliance is essential for organizations to avoid regulatory penalties and reputational damage from data breaches or unauthorized access to personal data. By implementing secure file sharing software with GDPR compliance features, organizations can ensure that they meet the requirements of GDPR and protect personal data.

c. SOC 2 Compliance

Service Organization Control 2 (SOC 2) is a set of standards developed by the American Institute of CPAs (AICPA) that evaluates an organization’s ability to ensure the security, availability, and confidentiality of its data. SOC 2 compliance requires organizations to implement appropriate controls and procedures to safeguard their systems and data.

SOC 2 compliance is vital for organizations that provide services to other organizations or individuals that require handling sensitive or confidential information. By demonstrating SOC 2 compliance, namely through providing SOC 2 reports, organizations can assure their customers and stakeholders that their data is secure and protected against unauthorized access, disclosure, or misuse.

SOC 2 compliance involves an independent third-party audit of an organization’s controls and procedures to ensure that they meet the requirements of SOC 2 standards. The audit covers various areas, including security, availability, processing integrity, confidentiality, and privacy. Secure file sharing software that helps organizations achieve SOC 2 compliance enables those organizations to demonstrate a higher commitment to data security and content protection.

d. ISO 27001 Compliance

ISO 27001 is an international standard that sets out the requirements for an information security management system (ISMS). ISO 27001 compliance is achieved when an organization has implemented and maintained an ISMS by the standard’s requirements.

ISO 27001 compliance is essential for organizations to demonstrate their commitment to information security. The standard provides a framework for managing and protecting sensitive and confidential information, including personally identifiable information (PII), financial information, and intellectual property. By implementing an ISMS by the requirements of ISO 27001, organizations can ensure that their sensitive content is protected against unauthorized access, disclosure, and misuse.

ISO 27001 compliance involves a systematic approach to managing information security risks. Organizations must implement appropriate controls and procedures to protect their information assets and continually monitor and improve their ISMS. If organizations use a secure file sharing software that helps them achieve ISO 27001 compliance, they can demonstrate to their customers and stakeholders that they take information security seriously and are committed to protecting personally identifiable information and protected health information.

Choosing Secure File Sharing Software: Kiteworks Is the Top Choice

Organizations in highly regulated industries around the world choose Kiteworks for their secure file sharing software needs. The Kiteworks Private Content Network provides businesses and government agencies a secure and scalable platform to securely share PII, PHI, and intellectual property (IP) while maintaining complete control over who has access to this content and what they do with it. Kiteworks offers secure file sharing, secure email, secure managed file transfer (MFT), secure file transfer protocol (SFTP), secure web forms, and secure APIs, all designed to protect the sensitive content they share with trusted third parties. Additionally, Kiteworks complies with regulatory standards, like GDPR, HIPAA, the Cybersecurity Maturity Model Certification (CMMC), Information Security Registered Assessors Program (IRAP), International Traffic in Arms Regulations (ITAR), and many more, ensuring that organizations can trust their confidential content is secure.

Kiteworks also features a comprehensive, unified security platform, featuring a fully encrypted email protection gateway (EPG), hardened virtual appliance, security integration with advanced threat prevention (ATP), data loss protection (DLP), security information and event management (SIEM) solutions, and deployment flexibility, including a FedRAMP virtual private cloud.

To learn how Kiteworks can meet your specific secure file sharing software needs, schedule a custom demo today.

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