How to securely share large documents outside your company

Organizations often invest heavily in regulating the exposure of sensitive information. This includes training employees as well as investing in tools that help protect and facilitate transferring sensitive documents outside the company.

Maintaining these safeguards becomes challenging when employees belonging to a different company are involved. Often such collaboration results in using free file-sharing services available on the Internet. Additionally, it is almost impossible to keep an oversight This when employees resort to using third-party file-sharing services to transfer confidential and sensitive documents.

Such scenarios play out almost every day in the corporate world, which raises an important question: how to facilitate and encourage secure file sharing with users outside your organization?

Challenges

It is prevalent for humans to choose the shortest path to any solution. When the problem is sharing files, employees will naturally select a solution that is easily accessible, is not technically challenging, and requires the least effort.

The lack of a standardized solution will result in employees using their preferred/known method, compromising the privacy requirement for sensitive documents. Therefore, you need a secure file-sharing solution that can meet the privacy requirements and is easy to use and adapt to different use cases. In addition, this solution should not interfere with the employee's standard workflow.

SynaMan - The Solution

With SynaMan, you can provide a standardized way for your employees to share sensitive files that is easy to use, secure, and private. They can send and/or receive large files from other users on the Internet, eliminating the need for third-party service providers.

Employees have several options when sharing files. For example, they can:

• Generate an URL links, allowing the recipient to download or upload files. These links can be password protected and could also have an expiration date.
• Attach a large file to any email. No plugins are required when using this feature, which means emails can be composed using their favorite client, such as MS Outlook, Mozilla Thunderbird, iPhone or an Android device. There is no limit on file size.
• Map drive over the Internet for easy transfers from their desktop machines

Malicious Upload Protection

There is always a risk of receiving malicious content when accepting file uploads from users on the Internet. SynaMan provides several methods of ensuring the uploaded content is not compromised. For example, you can:

• Integrate SynaMan with third-party anti-virus packages.
• Block certain files from getting uploaded.
• Optionally, change the file extensions of potentially malicious files, making them harmless. For example, changing the file extension of a *.exe file to *.txt will mitigate the risk of a user to accidentally running it.

Encryption

SynaMan provides in-transit as well as at-rest encryption to prevent unauthorized access. Additionally, files sent via email could add end-to-end encryption when combined with Xeams. Emails can be composed using any client, such as MS Outlook, Thunderbird, iPhone, Android or any third-party application that support SMTP protocol.

Audit Logs

Files accessed through SynaMan are logged by the system, giving administrators a detailed report about the user who accessed them and when was it done.

On-Premise vs Public Service

When using a public services, such DropBox, Google Drive, OneDrive, your private files first go to a third-party service provider before reaching the final destination. When using such services there is no way to ensure the physical location of the servers that retain you files. For example, it is common for someone in England to use a service provider with servers in the United States.

Using an on-premise solution guarantees your files never leave your country, which is required by many government and financial organizations.