Implementing a controlled and efficient process of sharing large volumes of files inside and outside the organization requires the use of specialized solutions.
File sharing issues
Most often, when a business needs to exchange documentation, several classic problems arise that are identical for everyone:
- The company’s electronic documents are distributed according to opaque and incomprehensible algorithms.
- Files can take up an unpredictable amount of virtual room space, so it’s impossible to predict how much storage will grow and how much it should be expanded.
- Lack of convenient access for all participants to databases and files to the company’s information resources system.
- Accumulation of documentation that a third party can access.
- The possibility that the process of storing files will violate the basic principles of confidentiality will lead to data leakage.
- Unauthorized distribution of confidential documents to third parties.
- Possibility of injecting and spreading malware along with the company’s electronic files with subsequent infection of related company IT systems.
File “garbage dumps,” public uncontrolled cloud services, suspicious file sharing services controlled by third parties, open FTP access outside the protected perimeter of the organization – all these implementations have their significant drawbacks, which require a specialized integrated solution to solve.
In addition to providing a convenient mechanism for exchanging and storing files, a company needs to provide full control over the movement and deletion of files, including understanding which, when, and to what extent gets access to certain files.
Features of enterprise clouds
Corporate clouds are services that allow you to exchange and store information as securely as possible. Electronic documents of different volumes are used as transmitted information.
For example, the transfer of company files can be carried out according to the following scenario:
- First, request to add a counterparty to your account.
- Approval of a new counterparty by the security officer.
- Sending a file of an existing user of the system to an agreed counterparty through a personal statement.
- During sending, the file is checked according to the assigned policies: size, type, check on external systems (for example, DLP), and anti-virus check.
- Based on the policy, a verdict is issued: pass, block, or send for approval to the security officer.
- The counterparty receives an email notification with a link to the file.
- The counterparty can download the file to his account.
Also, corporate cloud systems allow users to:
- Management from the web console via the HTTPS protocol.
- Automatic daily cleaning of the file storage by configured policies.
- Recording information about all uploaded and downloaded files, identification data about the user’s PC performing actions in the System (IP, OS, browser, etc.)
- View logs.
- Search by various parameters.
- Flexible reporting tools and visual dashboards.
A particular example of a corporate cloud is the Diliroom service. find out more about Diliroom here to find out how this technology works.