Consider this: fatigue alone has been identified as a primary reason for people sending emails to the wrong recipients. And since data leaks and breaches are often caused by employee mistakes and misuse, choosing the right file-security platform isn't simply a matter of deciding between 128-bit or 256-bit encryption.
In today's market, for better or worse, when you're looking for a file-sharing platform to meet your organization's data security needs, you'll have many options to choose from at different price points and with different functionality. When trying to compare them, you will probably come across a lot of technical buzzwords such as "encryption", "integration", "automation," and "cloud migration" it's only natural to wonder whether these features are must-haves or just marketing gimmicks.
So, how do you select the best file-sharing platform for your organization's needs, considering both human behavior and technology?
Evaluate the Range of Offerings
Roughly half of employees admitted to sidestepping their company's file-sharing rules and using personal email accounts because they find their organization's security protocols or tools too complicated. This behavior poses a significant security risk, as sensitive information might end up stored on external mail servers beyond the organization's control, and you won't know as such incidents go unreported.
Statistics show that more security awareness training does not necessarily mean fewer data breaches. A positive cyber security culture is something we can only build after a period of time. Still, we can aim to make things easier for our team by choosing platforms with user-friendly interfaces: better usability can increase user adoption while reducing training costs.
Most file-sharing platforms offer free trial periods. Before committing to a subscription, it's a good idea to test and compare several solutions based on your team's specific use cases.
Here are some questions you might want to ask when comparing solutions:
- Do I need training to start using the platform?
- How many steps/clicks does it take to share a file?
- Does the platform support file sharing in all formats/sizes we have?
- After sharing files, how easy is it to find shares and edit them?
- How well does the platform integrate with our existing tools and workflows?
Have Control Over Sharing
Just like in cases when stress causes people to make more mistakes, data breaches don't always occur due to a lack of awareness about company security policies. Features such as the following can be incredibly useful for giving your team more control over data, even after something has been sent.
- Reporting that shows who accessed shared data and when
- Allowing to replace shared files
- Revoking access at any time
Key Takeaways: File Sharing
Even though most data breaches happen because of human errors, this factor is often overlooked when selecting a file-sharing platform. When comparing different solutions, prioritize platforms with user-friendly interfaces to encourage secure file-sharing practices among users. Look for platforms that provide features such as visitor reporting, setting expiration dates, updating a file even after hitting send, and turning off access anytime to empower your team to maintain control over shared data.
At TransPerfect, we offer all the essential features within our forever-free plan to ensure that secure file sharing is accessible. So, when trying different file-security services to see what works best for your needs, give GlobalLink Share a shot!