Some online services are so convenient that everyone uses them without thinking much about it. Such as WeTransfer for example. This is one of the first free providers that makes it possible to share large files. In addition to being free, you do not need to create an account or download heavy software. This threshold less application makes life a lot easier. It is hard to imagine that we would ever work without WeTransfer. Yet the chance is great.
The General Data Protection Regulation (GDPR) requires that you as a company always know exactly where you store your data with privacy-sensitive information, whether it is local or in the cloud. Many heavy documents do not contain any sensitive data at all (such as photos or videos), but company presentations or extensive offers may contain customer data, and are therefore a risk. Prohibiting the use of WeTransfer by the IT department is of course an option, but not realistic. Employees are accustomed to easily sharing large files, and want to continue to do so. Providing a safe alternative is therefore a necessity for companies.
Sharing large files requires a lot of the company network. Mail servers often do not accept attachments that are larger than 5 or 10 MB, so the employee who wants to send a hefty PowerPoint presentation and who is not allowed to use WeTransfer, has a problem. Yes? Not if the IT manager offers his colleagues a nice alternative: FileCap. This is an application with all the advantages of WeTransfer but without the disadvantages. The FileCap server is situated in a secure zone (DMZ) of an organization or data center. This can be accessed via a web portal and employees can upload and download files via this portal. Just like with WeTransfer, but better, because you know where the files are hosted. Customers appreciate FileCap a lot on three points: ease of use, encryption and security.
Ease of use: FileCap has plug-ins for email programs such as Microsoft Outlook and supports Office 365. Employees who mail large files therefore automatically end up at FileCap. As soon as Outlook sees that the file is larger than the allowed limit, it places it directly on the FileCap server in the DMZ. After that, a link to this file is put in the email message. The recipient clicks on the link and retrieves the files.
Encryption: All files, whether big or small, can contain sensitive or confidential information. That is why the file exchange is protected. First, through encryption. All files are fully encrypted in transit and on the FileCap server with powerful encryption. Secondly, by allowing files to be downloaded only after a password has been entered. IT managers of companies can enforce that, and that is very useful. The email with the link to the file can end up with the wrong person, but it may also be that others watch unexpectedly. Another nice option: if the file accidentally goes to the wrong recipient, FileCap offers the possibility to block the file immediately.
Security: For companies where the security of personal data is an absolute top priority, Filecap also offers the ‘two-factor authentication’ option: in addition to a password, a text token is also needed to download a file. Privacy-sensitive documents must be well protected at all times and only accessible to employees who have access to them. This is a requirement of the GDPR and companies need to know who can view the privacy-sensitive files. FileCap makes it impossible for administrators to see the contents of the files. That is very important from the perspective of privacy, policy rules and legislation and regulations, and it ensures that organizations comply with the GDPR on this point.
Not for free
At one point, FileCap does not surpass the use of WeTransfer: it is not for free. But, it is affordable, user-friendly and very safe. And that is priceless in these times.
Petra Venekatte, Marketing Manager Contec