Like many not-for-profit enterprises and organisations within the healthcare sector, local councils are often responsible for storing data on vulnerable individuals. From addresses and dates of birth to NHS and National Insurance (NI) numbers, a wealth of personally identifiable information (PII) may be retained on members of the community in need of special services.

Keeping at-risk individuals’ data safe must be a key priority for local authorities, but weak security measures can lead to the exposure of personal information like the Hackney Council breach at the start of this year that disclosed address details of sheltered individuals.

It is understood that for a local authority to operate effectively and help members of the community, private data files must often be shared among councilmembers, but also with outside organisations. Sharing information is the cornerstone of collaboration and key to multiple governmental processes. However, all records must be protected using secure transfer methods.

Safe file sharing

Granular control and a data-centric attitude and approach are vital to keep document security flexible when files are shared. By securing the data itself, council teams can continue to work freely and effectively, safe in the knowledge that all information is protected. Whether documents are shared with fellow team members or with other authorities, they will be secure for the entirety of their journey, with only authorised entities able to view them.

How can secure file transfer be achieved?

Adopting a secure file transfer service that offers access to robust data encryption is essential. Encryption software effectively scrambles the contents of a data file or email communication, making them entirely indecipherable. Decryption keys are issued to authorised individuals allowing only them to access and read the data contained in emails or records.

It is worth noting that some security solutions offer powerful encryption software, but it may be overly complicated, making it unwieldy for users. This doesn’t need to be the case however, since cutting-edge encryption that is user friendly is readily available.

Once files are encrypted, councilmembers can work with greater agility, sure that even if a file is mistakenly sent to the wrong email address or accidentally exposed online, no data breach can occur and no data subject will be put in jeopardy.

Full traceability

Accessed by electronic signatures, these systems ensure that councils are always working compliant with data protection legislation such as GDPR. Every step in a document’s journey can be tracked and any user touchpoint is verified and documented as proof of the protective measures taken.

Efficient secure file transfer for local councils

At Galaxkey, our secure platform offers our clients advanced Vault and Sign software designed specifically for protected file transfers. Able to secure files on both Mac and Windows devices, our versatile solution has no limit on the size of files you send.

Whether your data records are stored on the cloud, being communicated by email, or saved on council servers, our three-layer encryption will keep them fully protected. Contact our dedicated team today to book a free online demonstration and two-week trial.