Why do we need to encrypt files before sharing?
Encrypting files before sharing is essential for protecting sensitive information from unauthorized access. Whether it's personal data, financial records, or intellectual property, encryption ensures that only authorized recipients can access the contents. This helps in preventing data breaches, safeguarding privacy, and complying with regulatory requirements. By encrypting files, organizations can mitigate the risk of interception during transmission and ensure that data remains secure even if it falls into the wrong hands.
5 recommended ways to share encrypted files securely
Use secure file sharing services
Utilize reputable services like Mimecast that offer end-to-end encryption. These platforms ensure that files remain encrypted during transfer and storage, providing a high level of security.
Implement Multi-Factor Authentication (MFA)
Enable MFA on accounts used for file sharing. This adds an extra layer of security by requiring multiple forms of verification before accessing files, thereby protecting against unauthorized access.
Apply access controls and permissions
Restrict access to shared files by setting appropriate permissions. Ensure only au-thorized users can view or edit the files, and regularly review and update these con-trols to maintain security.
Encrypt files on both ends
Ensure that files are encrypted before sending and remain encrypted until they reach the intended recipient. End-to-end encryption protects files throughout the sharing process, preventing unauthorized access.
Use secure links for file sharing
Instead of sending files directly, use secure links that recipients can use to download encrypted files. Services like OneDrive and SharePoint offer secure link sharing op-tions with customizable access permissions, adding an extra layer of security.
By following these recommended practices, organizations can enhance their file-sharing security and protect sensitive information from unauthorized access and data breaches.
Send encrypted files easily with Mimecast
As your users share sensitive information with contacts outside the organization, they need to be able to send encrypted files in order to protect information such as customer data, financial records and intellectual property. Traditional approaches to secure email encryption, however, are often difficult and cumbersome to use, requiring users to manage certificates and encryption keys or requiring recipients to download software in order to receive encrypted files.
Mimecast Secure Messaging makes it easy to send encrypted files without adding administrative burden or imposing end-user client installation requirements. With Mimecast, sensitive messages and files never leave the Mimecast Secure Messaging portal, providing superior security, while simplifying email encryption services for users.
How to send encrypted files with Mimecast secure messaging
Mimecast Secure Messaging is part of Mimecast's fully integrated service for email security, archiving and continuity.
To send encrypted files using Mimecast Secure Messaging, users simply need to create a new message in Outlook or Mimecast for Mac, attach the desired files and click Send Secure on the Mimecast tab before sending the message.
Once the user starts the encrypted file transfer by pressing Send, the message and files are securely uploaded to the Mimecast cloud, where they can be scanned for malware and checked against data leak prevention (DLP) policies before being stored in Mimecast's AES encrypted archive.
Recipients then receive a notification message instructing them to log onto the Mimecast secure web portal to retrieve messages and files. Recipients also have the option of using Mimecast Secure Messaging to send encrypted files back to users within the organization.
Benefits of using Mimecast to send encrypted files
With Mimecast Secure Messaging encryption email service, you can:
- Enable users to send encrypted files easily without requiring knowledge of certificate or key management.
- Automatically send encrypted files when email meets certain email encryption gateway policy criteria. This may include messages sent to a particular recipient or domain, or messages that include certain keywords in the subject line.
- Support compliance objectives by subjecting secure messages and files to anti-malware, DLP and compliance policies.
- Brand the Mimecast Secure Messaging web portal with your company's name, colors and logo to ensure confidence among message recipients.
FAQs: How to Send Encrypted Files
What is encrypted file sharing?
Encrypted file sharing is the process of protecting files by converting them into a coded format before sending them to a recipient. This ensures that the information remains confidential and can only be accessed by individuals who have the decryption key or password. It is a critical security measure for preventing unauthorized access to sensitive data during transmission.
How does sending encrypted files prevent data breaches?
Sending encrypted files helps prevent data breaches by ensuring that the contents of the files are accessible only to authorized recipients. Encryption scrambles the data, making it unreadable to anyone who intercepts it without the correct decryption key. This protects the data from being exploited by cybercriminals, reducing the risk of unauthorized access and data breaches.
How can organizations benefit from file encryption software?
Organizations can benefit from file encryption software in several ways:
- Enhanced Security: Protect sensitive information from unauthorized access and data breaches.
- Compliance: Meet regulatory requirements for data protection and privacy.
- Reputation: Maintain customer trust by ensuring the confidentiality and integrity of shared information.
- Operational Efficiency: Streamline secure file sharing processes without the need for complex key management.
- Risk Mitigation: Reduce the risk of data loss and financial impact associated with data breaches.