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How Does File Sharing Bring Data Security Threats in Enterprises?

2020-08-05

In daily work, there is a quite common phenomenon: whether it is an administrative department, financial department, or operation department, employees want to finish their work as soon as possible. However, when employees pursue speed and shorten workflow, they often ignore the file-sharing security problems brought about by data movement, thus leading the enterprise security situation to an uncontrollable situation.

large file transfer

In this paper, Raysync summarizes the following five methods commonly used by employees based on 2W+ enterprise service experience to help more enterprises understand how employees share files and why each method poses a threat to data security and compliance.

1. Email

Q: Do you know how much data you transfer through your email server every day?

In a normal enterprise, the financial department receives many forms and personal data from the contractor every day; the Marketing department, business information needs to communicate with sales partners constantly; Human resources departments need to record personal data of employees so that they can perform various tasks. These data lists are often updated, written, and need to be kept for a long time.

In fact, frequent file sharing is involved in the process of summarizing and communicating the above data. During this period, many sensitive data were transmitted through email servers with insufficient security. In addition, a large amount of data in the massive small files sent and archived every day is redundant, which makes it difficult to monitor sensitive data files and control the security of file sharing.

2. FTP Server

FTP (File transfer protocol ) has a long history as e-mail, but IT is used more frequently than IT experts want. FTP is used in many ways, but the main purpose is still to solve the problem of file sharing inside and outside. In the long process of using FTP, a problem has been exposed. FTP without enough encryption and password protection is very unsafe. If there is not enough encryption standard, FTP is vulnerable to man-in-the-middle (MITM) attack. Even password-protected FTP servers are easy to decrypt.

As we all know, password is the weakest security link. Many employees' personal and professional accounts often use the same password. If the password is exposed during data theft, it will be a disaster for every area that the employee can reach.

3. EFSS Tool

Enterprise File Synchronization and Sharing (EFSS) is a common way to share and store data among internal employees, external and third-party providers and partners. These file sharing tools are particularly popular because they can easily move large files, such as photos and videos, back and forth. Even though they become better in terms of security and compliance, they are not the best way to transfer sensitive data.

One of the biggest problems of this kind of tools is the lack of transparency of sensitive data transmitted through EFSS platform.

Many enterprise employees often choose such tools in order to quickly store data externally, such as Baidu network disk. For them, this is a very convenient method, but for enterprises, this method involves sending sensitive data and non-sensitive data, and anyone has the right to access this link to download data, which means that enterprise information is full of threats on the Internet.

4. Cloud Services

With the continuous improvement of cloud and hybrid cloud environment, more and more enterprises can safely use these cloud services for file transfer, even if sensitive data is involved.

At present, several major cloud service providers (such as AWS, Azure and Alibaba Cloud) have made great efforts in data storage security to prevent data loss and minimize liability risks. However, it is a big mistake for enterprises to think that even if the data is stolen, Microsoft or Amazon should be responsible for you just because the data is on AWS or Azure servers. In fact, when signing the contract, the responsibility section of the product agreement implies that the source of data security is always in the hands of the enterprise itself.

In principle, an enterprise's own IT department should effectively control who has access to these services and which data in the cloud. The most important criterio n for data security in the cloud is who is responsible for protecting this data.

5. Mobile marketing data

Data is very important in enterprise marketing and sales. Only with these data, the enterprise can guide the sales lead through the sales channel and finally complete the sales. The problem is that the data is regarded as personal data before the law.

General Data Protection Regulations regard personal data as anything related to individuals. These include email address, IP address, name, telephone number, and so on. However, these are just the basic information needed for marketing work. Although most of this data may have been input into CRM tools such as enterprise marke ting automation software or Salesforce. However, the business scenario of the marketing department is not fixed, and employees still like to transfer data from these systems to tables or personal devices in order to respond to customer needs at any time.

This has always plagued enterprise IT departments in terms of data compliance. If employees transfer them to standard platforms such as Marketo and Sal esforce, IT departments will lose all control over data.

In the face of the above-mentioned several common solutions for users to move data and share files, and their advantages and disadvantages are analyzed. We inevitably ask, is there really no safe and reliable file sharing solution?

As the head brand of enterprise-level large file transfer, Raysync has provided high-performance, stable and safe data transfer and file sharing services for 2W+ enterprises in IT, finance, film and television, biological genes, manufacturing and many other fields.

If you want to know how Raysync can ensure data security in terms of data interaction speed, risk control and compliance, you should immediately experience Raysync at high speed and analyze its mystery.

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