More than half of US employees hold jobs that could at least partially be completed via remote work, and 80% of employees would like to work remotely, at least part-time.

Of those currently working from home, 77% report feeling fully productive while doing so. In addition to increased employee productivity, organizations that permit remote work experience 25% less turnover than those requiring employees to work on-site.

Remote work is therefore not only convenient but may be a necessity for companies to retain current employees and attract new talent.

With more and more companies enabling their employees to work remotely, the need to secure shared files is more important than ever. However, offsite workers create new cybersecurity vulnerabilities for companies and their data, such as data breaches.

2021 was a record-breaking year around the world for data breaches, and ransomware was also on the rise. The US Treasury Department financial crimes investigation unit (FinCEN) reported suspicious transactions regarding ransomware amounting to $590 million in just the first half of 2021 alone. This figure is significantly higher than the total for 2020, which was $416 million.

The shift from in-office to remote work has made companies even more vulnerable to these threats.

The security threats of removable media

Viruses, malware, and other cyberthreats often infiltrate businesses via removable storage devices, such as USB flash drives. These easy-to-transport devices are common methods for saving and sharing data, but they can easily be lost or stolen.

Since removable storage devices are often plugged into multiple devices to copy or share data, they are prime carriers of malware from device to device. Just one infected device could infect and corrupt an entire enterprise’s system and files.

Since 2011, the US Cybersecurity and Infrastructure Security Agency (CISA) has warned that USB sticks and other portable devices appeal to attackers, yet many companies continue to use them today. CISA urges the use of security solutions to keep data on these devices safe.

In this article, we’ll explore what methods you can use to secure shared and stored data on portable storage media, and explain how WinZip® SafeMedia™ can help provide file security on removable devices.

Virtual vs. physical file sharing methods

When businesses share data internally or externally, users can send information in one of two ways: over a network via file sharing systems or using physical storage devices. Let’s take a closer look at each.

Virtual file sharing

Common types of virtual file sharing systems include cloud-sharing solutions, virtual data rooms (VDR), peer-to-peer networks (P2P), and file transfer protocols (FTP).

Peer-to-peer networks use software that enables computers to communicate with one another. In P2P sharing, a software program locates other computers connected to the network and identifies the one(s) that have the files a user needs.

These network computers are called peers because they are ordinary computers rather than servers. When the P2P file-sharing software locates the desired files, it initiates the download process.

File transfer protocol operates on two communication channels:

• The command channel, which is where FTP initiates the instruction and response.

• The data channel, which is where data distribution occurs.

The end user’s device is the local host and connects to a remote host, which is typically a server. The user logs on to the FTP server and requests to download a file. This initiates the transfer process.

Virtual data rooms are secure online platforms commonly used for an organization’s financial transactions such as mergers and acquisitions as well as fundraising. VDRs offer features such as access control, data encryption, and version control. These features make it so that documents and data can be shared safely without the risk of legal liabilities.

Cloud-sharing solutions store files to an online file-sharing service that uses cloud storage. Users upload files from the service’s control panel, and when a file is uploaded, the server generates a URL that can be used to enable others to access and/or download the content.

Physical file sharing

While cloud-based file sharing may seem increasingly common, just 42% of enterprises used cloud-based storage in 2020. This indicates a consistent need for other methods of data sharing for both remote and in-office work.

One common method of file sharing is through removable storage devices, which are lightweight, portable data-saving devices that provide data storage when connected to a computer, network, or information system. Examples include:

• External hard drives.
• CDs, DVDs, and Blu-ray discs.
• USB sticks (also known as thumb drives, memory sticks, or flash drives).
• External solid-state disc (SSD) drives.

Any form of data storage not integrated into the computer itself is considered removable storage. Removable storage devices provide a form of data backup that is separate from the centralized computer system, enabling users to transport data back and forth from any number of locations.

Thanks to their small size and portability, removable storage devices are a popular tool for storing and sharing data. They also don’t require power to operate outside of the power derived from plugging them into the end device.

Removable storage devices are also methods of data storage that can be used with or without an internet connection to transfer between two physically present devices. They can safely store data on a physical device––rather than in the cloud––which provides both perceived and actual control over data.

Data storage using the 3-2-1 method benefits from removable storage devices. This strategy involves creating one primary backup and two copies of the data.

The backups should be saved to two different types of media, and at least one backup file should be stored offsite. This reduces the damage of a single point of failure, such as a stolen device or a system crash.

​Top risks of file sharing via portable storage devices

Although portable storage devices offer easy-to-use solutions for data storage and file sharing, they propose real risks to data privacy. Some of the more notable risks include the following:

Data breaches. One of the most critical risks associated with removable storage media is the potential exposure of sensitive data. In many industries, this exposure could constitute violations of data and privacy compliance.

When data breaches occur in entities that must adhere to privacy-related compliance regulations, the ramifications can be severe: They can harm an institution’s reputation, lead to operation downtime, and are costly regarding data recovery and potential legal fees from privacy sharing violations.

To protect data stored on such devices, USB sticks and other removable media should be encrypted. This renders all data useless to unauthorized users in the event the device is lost or stolen. Unencrypted removable media can be infected with malicious software, and users can unknowingly spread malware and other data security risks such as viruses between devices.

Theft or loss. Should a removable storage device fall into the wrong hands, it could provide unauthorized entry into a business network. Private information about the business or its clients and customers could be leaked, internal systems could be compromised, and data could be lost.

Malware. Portable storage devices can also be infected with malware or viruses when they are connected to an infected computer or network. If an employee were to open a compromised file from a corrupted portable storage device, they may expose their device or network to malicious programs that could harm their files and other network files.

Violation of privacy laws. Insurance companies, law firms, hospitals, financial services, and numerous other industries typically store and share large volumes of sensitive data. As such, many must follow government and industry-specific data privacy regulations. These regulations can have strict policies regarding authorized data access and methods of file storage.

Protect portable data with WinZip SafeMedia

With so many threats to business systems and data, many organizations find themselves in need of enterprise-level services and products for data storage. These solutions must provide security controls, regulate file access, and offer compliance-friendly file protection, sharing, and storage.

To protect files stored and shared on removable storage devices (and keep data secure even when users are on the move), many companies use a solution like WinZip® SafeMedia™, a solution that secures and compresses data stored on removable devices.

WinZip SafeMedia uses bank and military-grade encryption that complies with all major data privacy regulations including the Federal Information Processing Standard (FIPS) 140-2 and FIPS 197. This enables businesses to reap the benefits of file sharing through portable storage devices and removes the risks associated with this form of file storage and transfer.

WinZip SafeMedia also enables IT administrators to easily uphold protocols and standards that defend businesses against online and offline threats via administrative controls, which include:

• Enforcement of rules and policies across networks and affected employees.
• Forced encryption and default password requirements.
• Password protection for all discs burned by users.
• Individual and group permissions.
• System logs, including all files secured to removable media.

Through encryption and password protection, WinZip SafeMedia ensures the right employees have safe access to data and are compliant with company-wide security protocols. Access controls are easily customizable to ensure updated and secure access to the right parties. Should an employee leave the company or change roles, their access can be revoked or updated instantly.

Thanks to its ease of use, enterprise-wide implementation of WinZip SafeMedia is a straightforward process. Users simply drag and drop files to burn copies of CDs and DVDs or copy data onto other forms of portable storage devices.

With WinZip SafeMedia, file sharing is not only safer, but also faster. This is because file compression capabilities do not impact file quality. Since compressed files transmit at one-tenth of the speed of a full-sized file, users spend less time waiting on file transfers and downloads.

Discover how WinZip SafeMedia can help your business securely share files on removable storage devices.

File sharing is an integral component of business operations, enabling collaboration among team members and allowing users to access the information they need to do their jobs. But without proper protection methods in place, insecure file transfers can jeopardize an organization’s data integrity.

For large companies that handle sensitive data (e.g., personal, financial, and health information), failing to protect data can have severe consequences, including violations, fines, and loss of business integrity.

Potential breaches can be costly, both financially and in the damage done to the organization’s reputation. The highest average data breach costs are attributed to businesses with 10,000–25,000 employees, adding up to over $5.5 million in 2021.

In this article, we’ll explain the importance of enterprise-grade file sharing services and how solutions like WinZip® Enterprise provide comprehensive data protection no matter where and how your files are shared.

What is enterprise file sharing?

Any computer-savvy user can easily attach a document to an email or upload documents to a public folder to share. While these processes are familiar and effective for getting your file to the right recipient, they aren’t secure enough for important business activities.

Consumer-grade file sharing plathttps://blog.winzip.com/enterprise-cloud-file-sharing-and-storage/forms (e.g., personal Dropbox or Google Drive accounts) do not offer the same level of protection as enterprise file sharing solutions.

Most public, server-based transfer services employ File Transfer Protocol (FTP). This file sharing method is easy to use, but its simplicity comes at the cost of a lack of security controls and visibility into file transfer processes.

For example, FTP does not use encryption, instead relying on clear-text usernames and passwords to authenticate transfers.

Enterprise file sharing tools, on the other hand, offer control, security, and customization features that you typically don’t find in consumer-grade alternatives.

Enterprise file sharing tools typically include the following features:

• Advanced encryption capabilities, protecting data in transit and at rest with military-grade Federal Information Processing Standards (FIPS) 140-2 and Advanced Encryption Standards (AES).
  

• Adherence to compliance requirements, including the Health Insurance Portability and Accountability Act (HIPAA), Defense Federal Acquisition Regulation Supplement (DFARS), and General Data Protection Regulation (GDPR).
  

• Integration with and customizable control access to leading storage providers, message platforms and other services.
  

• Enhanced file transfer and processing controls, such as the ability to split files for faster, more efficient sharing.
  

• Automated tasks to streamline workflows, such as off-hours batch file transfers, duplicate file detection, and audit log reporting.
  

• Remote wipe for mobile security, which removes data from an endpoint device that has been compromised.

Another feature of business file sharing is tracking. Every time a file is moved, edited, or deleted, that action is recorded by the system. Using this record, businesses can review activity to pinpoint exactly who opened a document, and from where.

If there is an insider attack, the time and access point are easy to determine, potentially saving the company money and minimizing damage.

How can you securely manage sensitive data with enterprise file sharing?

Cyberattacks have become commonplace: On average, there are over 1,200 data breaches per year. To safely manage and move massive amounts of data, many businesses are turning to enterprise file sharing. Sensitive data falls under two broad categories: regulated data and unregulated data.

Regulated data is the most straightforward type of sensitive data. It includes information that must always stay confidential, such as Social Security numbers, credit card information, and protected health data.

Unregulated data, however, may be lurking in documents or files that do not appear sensitive at face value.

For example, documents such as customer surveys can contain sensitive information that must be protected. If a customer provides only their first and last name, it may not identify them outright, since there may be multiple people with the same name. However, add in a phone number, email, or home address, and this information suddenly becomes sensitive.

Additional details such as gender or date of birth could also be categorized as sensitive when paired with other identifying data. “Jordan Smith” may be anonymous, but a female named Jordan Smith born on January 1, 2001, is a very specific and easily identifiable individual. Documents containing this level of information must be protected by a robust security solution.

Enterprise-level organizations collect and generate vast amounts of unregulated data. Examples include:

• Intellectual property

• Trade secrets

• Customer lists

• Internal operations documents

• Databases

• Internal reports

• Marketing and/or sales tactics

• Supplier/vendor lists

• Strategy documents

In other words, allowing this data to be shared without securing it first can be extremely risky.

Enable secure business file sharing with WinZip Enterprise

WinZip Enterprise secures the file sharing process for all company users from start to finish. In just a few steps, you can encrypt files, upload them, and share them with any desired parties.

When files need to be accessible to more than one party, they are typically hosted in the cloud for easy access. WinZip Enterprise can be configured to integrate with leading enterprise-level cloud storage providers, including SharePoint, OneDrive, and Dropbox.

Files being shared between two individuals can be easily enabled via email, instant messaging, and even social media. Using expiration-enabled links, users can share files across instant message and social platforms such as Microsoft Teams, Slack, Google Hangouts, and Twitter.

With WinZip Enterprise, secure file sharing via email is enabled only through Outlook, ensuring that users cannot send files through unapproved and potentially less secure email platforms.

When documents are shared, updated, and shared again, multiple outdated copies tend to float around in your system. WinZip Enterprise identifies and deletes duplicate files, eliminating redundancies and preventing issues caused by accessing out-of-date documents.

Maintaining a single copy of each file also drastically reduces the necessary storage space and increases processing speed.

It’s essential for businesses to be able to customize and scale their file sharing solutions according to their needs. From user interfaces to automated backups to integrating with current systems, molding a file sharing system to your specific requirements minimizes downtime and disruptions. This helps prevent productivity decline while allowing you to maintain business continuity.

To this end, WinZip Enterprise gives IT teams the ability to disable unnecessary features, hiding them from the end user view and eliminating unnecessary distractions. IT administrators can also scale the solution up or down to handle the company’s needs appropriately.

There are plenty of benefits for end users, too. The interface of WinZip Enterprise is easy to navigate, which increases adoption speed while reducing frustration and errors.

WinZip features top-tier AES encryption methods that comply with all major standards, including FIPS 140-2 and FIPS 197, ensuring that your information is delivered safe and intact.

Additional features, such as password protection for encrypted file deletion, keep important information from being accidentally or maliciously erased.

WinZip Enterprise is a comprehensive solution for fast, easy, and secure business file sharing. Request a free Proof of Concept to learn more.