In the past, businesses stored digital files in a variety of places, including laptops, web servers, private networks, hard drives, and random free file storage accounts. For many businesses, this method seemed to work. That is, until they became the target of a data breach.
In addition to having files scattered around, there’s a major problem with using multiple storage accounts and free platforms: a lack of data security. Unfortunately, data breaches are increasing at an alarming rate, and a lack of data security can lead to disaster.
To counter this threat, businesses are moving their files to cloud storage systems, like Box, where they can implement strict data protection.
Box is becoming the standard in secure file sharing
Many businesses have moved their company files to Box because of the extensive security features not found in with free accounts and web servers. If you’re considering this move, here’s what you can expect in terms of data protection:
- Limited access to files via links. Normally, when you upload a file somewhere and send the link to someone, anyone can access the file with the link. With data protection, you can add a password to each file to limit access to authorized users.
- Set file links to expire. When your files are stored on a basic file sharing account, links to your files will be valid until you either delete or move your files. With data protection from Box, you can set links to expire after a certain period of time. This supports your company’s security in the future.
For instance, say your employees have emailed file links to sensitive documents for the year. One day, their email account gets hacked. The hacker will have access to all of those links. However, if those links are Box links set to expire after a short time, they won’t work for the hacker.
- Built-in malware detection with alerts. Malware makes for a terrible cyberattack and can destroy your company before you realize what’s happening. Malware detection with alerts is a critical component of data security.
- Encryption. It took tens of thousands of data breaches for businesses to realize the importance of encrypting data in file storage platforms. However, not all platforms provide encryption. Box does, and it’s also encrypted in transit, making it extremely secure.
- Data protection regulation compliance. When you handle data governed by regulations like GDPR, PCI DSS, HIPAA, ISMAP, ITAR, or FedRAMP, you can’t take a chance on your file storage platform. This is where Box has you covered. Data privacy features can be set to be compliant with these and other regulations.
Condense your file storage to increase security and save money
Condensing your files into one account will increase your data security. The more accounts you have, the more likely you are to experience a data breach due to someone’s negligence. Many of these threats will be outside of your control. On the contrary, with one account, you won’t have to worry about how five different companies handle their security.
In addition to condensing the number of data storage accounts you have, also think about condensing the applications you use to share files. For example, if you’re using free web-based applications to send files to people, that’s a security risk. Even when the company says they’ll delete your files after a certain period of time, there’s no guarantee they will. Your sensitive files could remain on their server indefinitely, and a future data breach or data leak could expose your sensitive data.
Condense your file storage to increase organization
While data security is on your mind, consider that condensing the number of places you store data will also increase your file organization. For example, in a cloud storage platform you can tag files to make them easy to find through text-based searches.
Your files will also be in one location and require one login to access. Too often, employees have to log into multiple accounts and spend hours searching for files, wasting their day and your labor dollars.
Still using a web server for file storage? Try something new
If you’re still using your web server to store files, it’s time to try something new. You may not realize how unsecure your data is when it’s stored on your web server. Even if you password-protect your directories, hackers can get by through other means.
For the ultimate data protection, switch to a secure, cloud-based file storage platform. You’ll need to orchestrate a migration, but in the end, your data will be highly organized and secure.
This article was written in cooperation with Craig Lebrau