Why Email is Not a Good Solution for Secure File Transfer

The modern business world is not unlike the past, but with different challenges and barriers to overcome.  Prior to the advent of the digital world, communication and information exchange in the business realm took place via traditional communication methods: mostly telephone, postal delivery (mail), or courier services.  These methods were generally time-consuming and inefficient for communicating with multiple associates on a daily basis and for conducting business; they don’t call it ‘snail mail’ for nothing, right?

Email seemed to be an ideal solution to these communication barriers.  Information could pass quickly and efficiently between multiple parties and at any time.  It was a solution that would not only be able to keep up with the fastening pace of business but furthermore accelerate it.  Today, email is a primary communication method for conducting business – it is quick, it can be accessed at any time, and it can be sent to multiple parties, multiple times.

Email however is not without its shortcomings, especially when it comes to sharing sensitive information.

Why Email is NOT Ideal for Secure File Transfer

1. Lack of security

Security is important, especially if you’re dealing with highly confidential information on a regular basis.

By default, the emails that you send aren’t encrypted. While many email platforms like Outlook provide the option to encrypt outgoing emails, they require the recipient to be using the same type of encryption—which is rarely the case. Sending unencrypted emails opens your sensitive information up to the possibility of interception by hackers.

2. Inability to transfer large files

The electronic exchange of large files continues to be a barrier to email communications.  The explosion of rich, digital content – like video, audio, graphics, and PowerPoint presentations- has made sending large files a necessity; however, email gateways are often configured to restrict attachment sizes, typically to 20 megabytes. Though the gateways can be reconfigured to allow for larger attachments, email was not designed to handle extremely large files and their delivery often proves problematic.

Furthermore with many organizations beginning to archive their email communications, storing large attachments (and in some cases multiple copies of large attachments) can quickly fill up capped email storage limits; even only a few large file attachments may fill an entire email storage quota. Smaller attachments can become troublesome for organizations as well if they have been distributed to multiple employees and need to be archived.

3. Information is scattered

Email platforms simply do not keep your files organized. If you need to search for a file that was sent to you several weeks or months ago, you may have to go on a deep dive inside your inbox to locate it. Preferably, you would want a location where files are kept organized and can be accessed easily by employees that have the authorization to do so.

The Solution

Simply, a secure file transfer solution like TitanFile is the best option for communicating large and sensitive information across the web while simultaneously keeping your information organized.

TitanFile is equipped with state-of-the-art security features such as encryption in transit and at rest, multifactor authentication, access controls, and audit logs. In addition, the platform is very easy to use for staff and recipients, which may be clients or other outside parties.

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