Why Your File Transfer Solution Should Be As Secure As Your Valentine’s Day Delivery

Featured article by Aaron Kelly, Ipswitch

Let’s face it, we don’t really pay a great deal of attention to delivery methods. As long as things arrive when they are supposed to and in good condition, we give the process very little thought. It isn’t until something goes wrong that we reexamine procedures and consider all of the possible consequences.

Now we are just a few days away from one of the most important delivery days: Valentine’s Day. Not only is this one of the busiest days for delivery services, it also carries with it high expectations and potential for severe consequences should something go wrong. Consider for a moment the thought of the chocolate covered strawberries being delivered to the wrong address or the long stem red roses arriving wilted, in complete dishevelment. All of the work you have done to create the perfect day has been ruined by delivery incompetence.

While we are the ones left to pick up the pieces from a failed delivery, it’s important to remember that it is the delivery service’s responsibility to make sure deliverables arrive timely, safely and in pristine condition. FedEx used to run a campaign under the slogan of “when it absolutely, positively has to be there overnight.” The inference being that the delivery service matters. You can’t trust just anyone or anything to ensure that critical information arrives on time and in proper order.

When you work in IT you also understand the significance of this message. The mechanism matters, the technology matters and that is why you should treat the transfer of your organization’s critical files as if they were your Valentine’s Day delivery. File transfer creates some of the greatest areas of angst for IT professionals, including lack of visibility and control. System Administrators don’t like to take chances with critical files, and without the proper level of oversight there are a number of potential pitfalls that can put the organization at risk. Files being delivered to the wrong email addresses, compromising compliance in the organization is just one example

What organizations should strive for is the ability to transfer files without relinquishing control or visibility into the process. Through the use of a managed file transfer (MFT) system, the system administrator can retain control of the entire process through a single system. Not only will they always know the location of the organization’s files, but they will also be assured of a predictable and secure process with extensive reporting capabilities. Due to the nature of today’s dwindling IT resources, both in terms of budget and personnel, a MFT system also allows administrators to automate the process and reduces the need for the hands-on involvement of the IT department.

Other key considerations for successful MFT include the ability for employees to easily use and send files. Secure systems are not effective if they are too complicated for the workforce to understand causing them to go rogue and use their own methods. Meeting compliance standards are essential for industries such as healthcare, financial services, government and others. While mistakes can happen to anyone, when they happen in the form of private data being sent to the wrong place, that means the potential for heavy fines. A system that ensures vulnerabilities are avoided and compliance thresholds are met is critical. Lastly, no matter where a file transfer is made, IT needs the ability to access them all from a central location. This is the only way to ensure that the proper level of oversight and management can be assured.

While your files may not be fine chocolates, a bouquet of flowers or a bottle of champagne, they do represent the essence and value of your business. When they don’t arrive in the correct places, at the right time and in good working order, you are putting the operation in jeopardy. So as you prepare for this Valentine’s Day, consider putting the same attention to detail into your file delivery and think about a managed process that eliminates blind spots and allows you to retain control throughout the entire process.

Aaron Kelly, Ipswitch

Aaron Kelly is a Product Management Executive at Ipswitch driving strategic growth and product visibility. Aaron specializes in networking and IT product management, project management, marketing and hiring. Prior to Ipswitch, Aaron served as a vice president of user experience and product portfolio management at SolidWorks.