Our help desk professionals field a number of phone calls each day. One call we tend to get frequently is problems with email, specifically failure to deliver messages. Often (after further investigation) we find that a client tried to send large files over email, which caused the email system to idle or even sometimes crash. Once we had a client who tried to send half a gigabyte of data over email. Email is a fantastic way for coworkers to stay in touch and for companies to connect with their clients and vendors. However, it is not the best way to send files. There are security concerns with email attachments and issues with sending large files over email.
We often suggest the following options for our clients for safe and secure file transfers:
Box
Box is an online file sharing and content management service. Box subscribers can use the application to share files, collaborate on documents, and even integrate Box with applications such as Google apps and Salesforce. For sharing large files, users can upload the file to Box and then invite others to access it. Unlike with email which can easily be forwarded from one user to another, with Box, users are able to select who specifically is allowed to have access to said file. Depending on the level of subscription, users can have unlimited storage, which means they can send and share files of any size.
Security and Compliance with Box
Box uses enterprise level security including 256-bit AES layered encryption. Customers can even manage their own encryption keys if they want to. Box will notify users of unusual download activity to prevent data loss or breaches. Box is even HIPAA (Health Insurance Portability and Accountability Act) compliant. Box provides customers with administrative, technical, and physical safeguards to ensure that data stored, collaborated with, or shared on Box are compliant with HIPAA regulations. For companies with clients and or customers overseas, Box is also certified for EU and Swiss Safe Harbor frameworks that dictate how to use and collect personal data from those in European member countries.
Cubby
With Cubby, users can select any folder on their desktop computer to turn into a Cubby which then syncs local data to the cloud. Through Cubby, users can access files from their work computers from any web enabled device. With Cubby, you can invite users to access files and/or to collaborate. Or you can create a public link to any file to share with anyone who has the link.
Security and Compliance with Cubby
Cubby’s encryption doesn’t just apply to files stored in the cloud, but it also encrypts content stored in Cubby on the desktop. Cubby, like Box, uses AES 256-bit encryption which is the security standard that online stores and banking institutions use. Pro and enterprise users have access to additional security options such as Cubby Locks which require users to enter account passwords to access data in a locked Cubby. Cubby also offers a “cloudless” option which allows users to sync data securely and directly between computers, without having to send it to the cloud first.
