Over 16,000 companies in the United States are categorized as what many consider “enterprise level” by having 1,000 employees or more. The word enterprise simply means “business”. But we know working with enterprise businesses is much different than start-ups or small businesses. Enterprise businesses are powerful. They typically have a larger budget to work with, can provide a more positive collaboration experience, and even generate a boost to your reputation in your industry.
Whether you work with enterprise businesses exclusively, or are trying to make the switch, knowing how to share documents securely and safely is important. Leaking enterprise data can have serious consequences. Find out how to share files securely with enterprise businesses in this short guide.
Types of Enterprise Files That Need to Be Shared Securely
Enterprise businesses work with a plethora of confidential data and files. Types of files that may need to be exchanged, depending on the industries collaborating and the work being done, include:
- Bank statements
- Legal documents
- Accounting records
- Insurance documents
- Permits and licenses
- Market research
- Project details
It’s easy to see why files like these need to remain confidential. In 2018, more than 6,500 data breaches were reported. These breaches led to over 3.6 billion exposed records and files.
The damages incurred from a breach can be disastrous. Affected companies can experience revenue loss, damage to their brand reputation, litigation costs, and in some cases, irreparable loss of intellectual property.
Data breaches can happen for a variety of reasons. Malware can lead to a data leak, along with poorly constructed passwords and compromised credentials. But human error is the most common reason for data breaches, with disgruntled employees or careless contractors leading to leaks. While not all data breaches can be prevented, learning how to share documents securely can help.
For the sake of your business and its reputation, you don’t want to be found responsible for a data leak of any sort, but especially not one linked to an enterprise business. The good news is that there are several options when it comes to sharing files with enterprise clients.
3 Ways to Share Files (Pros and Cons)
Do you know how to share files securely with enterprise clients? Here are some of the most common methods, along with their benefits and associated concerns.
Sending files via email attachments is still a common process. It’s a free method that’s fast and painless. Messages can even be encrypted as an additional security measure. But this doesn’t mean files sent as attachments are protected.
Unbeknownst to the sender, they can contain viruses or, even worse, be intercepted if sent on an unsecure network by a hacker. They can be forwarded to third parties either by accident or with ill intent.
If you’re working with an enterprise company, you may find they don’t allow emails with attachments to be received due to security concerns, making sending files securely through email an unlikely option.
USB flash drives were first sold in 2000 and quickly became a preferred file storage method. While not nearly as common today, flash drives do offer some advantages.
Flash drives can be used to quickly download, transfer, and upload files. They’re often password protected for security and don’t require an internet connection for file access.
However, unless two collaborating companies are neighbors, the main drawback of flash drives is obvious. When two companies are worlds apart geographically, waiting for a flash drive to arrive with sensitive files can certainly slow down a project. Flash drives can also be compromised, physically damaged, or lost or stolen.
Cloud storage allows you to store critical files in a secure environment. All stored data is encrypted at rest and in transit, and only those with proper credentials can access each file.
Using cloud storage to securely share files with enterprise businesses eliminates common security concerns. Once provided with a secure file-sharing link, employees and clients can access stored files from any internet-connected device.
Out of these three file sharing options, document sharing is the safest through cloud storage. When it comes to protecting data, cloud security meets the requirements of enterprise businesses.
Additional Cloud Benefits
Secure file sharing with clients can be achieved through the cloud. There are several other features and benefits enterprise clients will appreciate, including the following.
As a file owner, you’ll have access to activity logs that show who has accessed a file and what was completed during their session. Unlike other sharing methods, you’ll always know who’s viewed data and if it was simply viewed or downloaded and printed.
Leave messages for team members within a file as work is completed. You won’t have to worry about messages being lost in email threads or talking over voices on a conference call.
When properly utilized, cloud storage and online file sharing can save a variety of resources. Storing files on the cloud is often less expensive in comparison to in-house file storage. The entire file sharing process is sped up with cloud storage, saving companies both time and money.
While there are plenty of benefits to sharing files through the cloud, the most beneficial is the additional security measures you’ll experience. Whether you’re working with your own company files or the files of an enterprise, knowing that you’ve minimized the risk of a data breach is priceless.
To learn more about how to share files securely through the cloud, schedule a free demo with OneHub, a leading cloud storage service provider for companies of all sizes.