An incalculable quantity of digital data is sent and received via the internet every minute of the day across our world. For any enterprise operating at the forefront of its field, data transfer is a vital part of business processes. From HR departments sending digital payslips, to personnel and account managers issuing invoices, much of the data transmitted contains private information.

Data protection legislation insists that enterprises handling or storing personally identifiable information (PII) – such as account details, names, dates of birth, email addresses, usernames and passwords – are responsible for its protection. This means that whenever a file is sent or shared with an approved entity or individual, it must use a secure method.

Failure to adequately protect data files sent digitally via an email, FTP server, cloud services or even physically on a USB drive can result in dire consequences for companies. Data regulators can dish out hefty fines to companies in breach of their obligations, while loss of a firm’s reputation in such incidents can’t be quantified.

Best practices for sharing private or confidential data securely

Here are three practices worth recommending:

End-to-end encryption as standard – regardless of the service you select for transferring documents and data, make sure it can deliver end-to-end encryption. This will not only ensure you are protected from external threats, but also make certain the hosting service itself is unable to view your content.

Double-check permissions – never accept the standard security settings for your file transfer service. Many will allow for an option for public sharing, just remember that this will mean that any entity that obtains the correct link will be able to view or download your data. After data is categorised correctly, you can decide what permissions are appropriate in regard to its level of importance or confidentiality.

Perform audits on all files – it’s a wise move to always run regular audits of all the files you send or share so you can identify the individuals who are accessing them or attempting alterations. All documents and other data files sent via email, FTP, or other methods must be accounted for. When data files are no longer needed, they should be deleted from your system to ensure they are never moved to an unsecure location accidentally or accessed without appropriate authorisation.

Secure file transfer made simple

At Galaxkey, our system has evolved to offer exceptional levels of security for companies sharing sensitive or personally identifiable information over email and other channels. Our state-of-the-art system has been designed with enterprises’ security needs in mind and comes equipped with a robust set of user-friendly tools. Digital signing allows documents to be completed safely and securely, while full tracking allows senders to observe the passage of their data files and be alerted when alterations occur. Additionally, our powerful three-layer encryption is ideal for staff looking for a simple but effective way to remain compliant and keep information free from prying eyes.

Contact our expert team to test drive the secure platform from Galaxkey for yourself and advance your file transfer security levels today with a free 14-day trial.