Managing critical file transfers on the move

Security of critical data is a constant concern for business managers and IT departments, from the youngest start-up to the largest enterprise. Over recent years this anxiety has been heightened still further with the rise of ubiquitous mobile computing and the acceptance of file transfers ‘on-the-go’ as routine – and inevitable – business practice.

By the end of 2013, analyst firm Forrester Research had labelled 29 percent of the global workforce as “anytime, anywhere information workers”, each with three or more mobile devices, numerous apps, and multiple working locations. Forrester also claimed that a quarter of a billion of these information workers were already practicing BYOD (bring your own device) at their place of work in some form or other. Many IT organisations already face a struggle not only to protect the integrity of their data, but also to maintain its visibility and control. They need to ensure files are transferred securely, but they also want users to be able to move files intuitively, while simultaneously meeting strict internal business processes and exceeding compliance with industry regulators.

If mobile data transfer is the future then it must be accepted in the workplace, but it must also be secure, productive and well managed.

Managed File Transfer (MFT) Systems, as the name suggests, help businesses to manage the transfer of critical files as an integral part of their business processes - especially with partners. While it's undeniable that mobile devices have streamlined daily tasks, it is worrying that the many basic ‘sync and share’ solutions freely available on the market are rarely ‘business-class’, and fail to solve higher level problems such as the guaranteed security of the sensitive information being transferred. The fact is that these tools were not built to manage the transfer of data within and between businesses. That is why mobile transfers must be integrated into businesses as an extension of a holistic, enterprise-class MFT approach.

Mobile employees must only trust tools that provide professional levels of auditability, reliability, availability and security. Employees may see webmail, file ‘sharing’ services, cloud storage, USB sticks and smart devices as easier to use than traditional corporate tools to transfer files, but this trend ignores the security risks and regulatory implications of using file transfer methods that are entirely outside of corporate control. The increasing popularity of the mobile workforce has meant that the use of so-called ‘Enterprise File Sync and Share’ (EFSS) platforms such as Dropbox, has skyrocketed. These EFSS tools allow end-users to invite collaborators without IT oversight, potentially putting critical data at risk. Employees want and need access to data while on the move, and across multiple devices, almost instantaneously and so turn to EFSS for file transfers on an impromptu basis, or for collaborative working. Crucially though, these platforms do not interact with core business processes, nor do they genuinely provide the enterprise-calibre auditability, real-time status controls, reliability, availability, and/or security integration demanded by corporate IT departments.

Mobile business file transfers may be relatively new to some businesses, but many of the rules pertaining to more traditional MFT systems must still be applied. Faulty file transfers create unnecessary risk and exposure for businesses. Inadequate protection of data and a lack of audit trails increases compliance risk and either opens organisations up to penalties or, more frequently, greatly increases the amount of time IT teams must spend to manage their compliance.

Any organisation with a mobile workforce should address file transfer practices today in order to mitigate future data leaks and ensure mobile usage is streamlined with file transfer processes. IT departments must arm themselves with true enterprise quality MFT systems that are capable of securing data, while also ensuring visibility, control, and the peace of mind that confidential customer data is safeguarded, industry regulations are met, and partner file transfers are maintained. Business users tend to adopt more flimsy ad-hoc file-transfer habits when the standard methods offered prove time-consuming or inefficient. So IT managers must then quickly identify fresh solutions that deliver visibility, security and peace of mind within budget. MFT systems offer a smarter response to mobile trends that integrates directly into core IT infrastructure and is straightforward to deploy. Flexible MFT solutions 'manage' file movement while supporting auditing and compliance needs defined by internal or industry regulatory policies.

The answer is to give IT departments’ complete visibility over the file transfer process, while handing employees the ability to conduct business from anywhere, on any device, quickly and easily. An MFT system designed specifically with a more mobile world in mind would allow a central administrator to oversee virtually all aspects of the file transfer process, including those that involve mobile devices. These administrators instantly gain greater visibility and control over mobile transfers by managing automated tasks and processes, controlling user access and requesting complete audit reports on all mobile file transfer activity. In return, end-users would be free to participate in critical business processes on-the-go - accessing and transferring files, sending and receiving packages, conducting person-to-person transfers and participate in automated transfers – while all the time increasing productivity.