If you’ve ever touched a computer, chances are your PII is on the internet. In layman’s terms, PII refers to an individual’s personal information. It can be a person’s address, Social Security number, or even biometric and behavioral data. PII comes in many forms, and if it falls into the hands of the wrong people, they can use it for illegal purposes. A criminal can use your PII to set up bank accounts, apply for loans, shop online, and even have medical procedures, all at your expense.
Identity theft is rampant these days, so protecting PII is critical.
Here are six secure file-sharing services organizations should consider for safeguarding employees’ PII.
Top 6 Secure File-sharing Services
Here are some of the top secure file-sharing services and many of the features and capabilities they have to offer.
Secure file sharing is a critical concern for organizations, as the improper handling of sensitive content can lead to data breaches and compliance violations. Kiteworks is designed to address these concerns by providing a comprehensive platform for content governance, compliance, and protection.
With Kiteworks, organizations can track, control, and secure all sensitive content as it moves within, into, and out of their organization, ensuring regulatory compliance and improving risk management.
By using Kiteworks, organizations and users can confidently share sensitive information with external parties, knowing that it is done in a safe and secure manner. Watch an animated short by Kiteworks on Kitetoons to learn what can go wrong if you do not use secure file sharing for your company.
The platform is compliant with a variety of regulations, including NIST CSF (National Institute of Standards & Technology Cybersecurity Framework), HIPAA (Health Insurance Portability and Accountability Act), SOX (Sarbanes-Oxley Act), GDPR (General Data Protection Regulation), GLBA (Gramm-Leach-Bliley Act), and FISMA (Federal Information Security Management Act).
By using Kiteworks, organizations can ensure that they are adhering to these and other rigorous compliance regulations. Read the 2023 Forecast Report to learn more about the challenges organizations can expect this year in cybersecurity, data privacy, and regulatory compliance.
Why Use Kiteworks
Consolidate and control third-party communications: Let’s you deploy a single, secure way to share sensitive content with third parties
See sensitive content exchanged with third parties: Allows you to see who’s sending what to whom, where, when, and how
Enforce industry compliance regulations and standards: Best-in-class security and privacy protections are the foundation
More than 3,800 of the world’s leading enterprises and government agencies trust Kiteworks.
Box is a cloud-based platform, which means that users can access their files from any device with an internet connection. This makes it easy for users to collaborate and share files from anywhere, at any time.
Box takes the security of its users’ data very seriously, and offers a variety of security measures to protect files, including encryption, password protection, and strict access controls.
The solution offers a range of features to support collaboration, such as the ability to invite users to collaborate on files, leave comments, and track changes. These features make it easy for users to work together, even if they are not in the same location.
The company integrates with a wide range of other tools and platforms, making it easy for users to access and share files from within their preferred workflows.
Box also provides a range of features for managing and organizing files, including the ability to create folders, tag files, and set up permissions. This can help users keep their files organized and easily accessible.
Why Use Box
- Frictionless security: Features security controls, intelligent threat detection, and complete information governance, etc.
- Seamless collaboration: The Content Cloud gives everyone one place to work together
- Powerful e-signatures: Supports natively integrated e-signatures
- Simplified workflow: Allows key team members to automate the repeatable workflows
Why Avoid Box
- It is quite expensive
SpiderOak uses a cloud-based server and allows users to synchronize and share files.
Nevertheless, the file-sharing service has a simple user interface. You can share files by creating a link or sending them to someone directly, much like Google Drive. The link has a limited time duration of three days, so it protects your files from unauthorized access.
Additionally, you have the option to create ShareRooms. If you provide access to another user of your ShareRoom, they can download the contents without a SpiderOak account.
Why Use SpiderOak
- User-friendly Interface
- Good encryption
Why Avoid SpiderOak
- It isn’t budget-friendly
- No out-of-the-box collaboration tools
Citrix ShareFile is a cloud-based file-sharing and collaboration platform that helps users store, access, and share files from any device.
With ShareFile, users can securely store their files in the cloud, allowing them to access them from anywhere, at any time. Sharing files is easy with ShareFile—users can create a shared link to a file and send it via email or messaging, or invite specific users to collaborate on the file.
ShareFile also offers a range of collaboration features, such as the ability to leave comments, track changes, and see when others are viewing a file.
In addition to its file-sharing and collaboration capabilities, ShareFile also offers robust security measures to protect users’ data, including encryption, password protection, and access controls.
ShareFile also integrates with a variety of other tools and platforms, making it easy for users to access and share files within their preferred workflows.
Why Use Citrix ShareFile
- Collaborate simply and securely: Allows single location with access to secure document workflows
- Expedite the signing process: ShareFile integrates IRS-approved RightSignature
Why Avoid Citrix ShareFile
- It doesn’t have a free plan
Hightail is a cloud-based file-sharing and collaboration platform that enables users to share, store, and collaborate on files. With Hightail, users can securely store their files in the cloud, allowing them to access them from anywhere, at any time. The platform also enables users to share files with others by creating a shared link or inviting specific users to collaborate on the file, and allows users to set different levels of access such as view-only or edit permissions. The platform also has a feature called “Spaces” that allows users to create dedicated workspaces for specific projects and team collaboration.
Hightail also offers a range of collaboration features, such as the ability to leave comments, track changes, and see when others are viewing a file, which enables teams to work on projects in a seamless and efficient manner. Additionally, the platform also offers robust security measures, such as encryption and password protection, to protect users’ data and ensure compliance. Hightail also integrates with a variety of other tools and platforms, making it easy for users to access and share files from within their preferred workflows.
Hightail also has a mobile app that allows users to access and share files on the go. With Hightail, users can store, share, and collaborate on their files with ease and security.
Why Use Hightail
- Creative collaboration: Offers the ability to leave comments, track changes, and see when others are viewing a file
- Secure file sharing: Provides robust security measures to protect users’ data
- Ease of use: User-friendly UX
Why Avoid Hightail
- The free plan has minimal features
pCloud is a cloud storage service much like Google Drive, but much more secure. It allows you to upload or save files and access or share them whenever you like. pCloud isn’t limited to one device; you can open it using any phone or computer.
The system lets you share, sync, and store huge files, provided you purchase the premium version. It is based in Switzerland, yet still allows its users to store their data in the U.S.
The files stored and sent in pCloud are encrypted, and the user gets to decide on a password in order to protect them or ensure privacy while they are sending them online.
pCloud can be used on almost all platforms, such as Windows, Linux, macOS, iOS, Android, and more. Previously, the service was based on apps only; however, the developers created a web platform to enhance user convenience.
Why Use pCloud
- It integrates with social media
- pCloud has block-level sync
- It comes with an available free plan
Why Avoid pCloud
- It doesn’t have a document editor feature
When choosing a secure file-sharing service, it is important to consider several key factors, such as security, accessibility, scalability, backup and recovery, compliance with relevant regulations, integration with other tools and platforms, cost, and support and maintenance. Security should be a top priority, particularly as PII is highly sought after by cybercriminals and identity thieves. Nevertheless, the secure file-sharing service, you choose for your organization should also be cost-effective and have a dedicated support team.
Different organizations have different needs and priorities, so it is important to evaluate the service and see which one best fits your organization’s needs. Regardless of which file-sharing service you choose, your investment will let you stay one step ahead of hackers and ultimately protect your files, sensitive data, and corporate reputation.