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Four Easy Ways to Address Data Privacy Risk Today

Posted by Marbenz Antonio on March 21, 2022

The workplace of today is complicated. Apps, communication channels, gadgets, and other file storage sites all have content. Downloaded, uploaded, and attached content. Employees frequently go through the motions without recognizing they are jeopardizing sensitive data. Every year, Data Privacy Day provides us with an opportunity to take a step back and assess how we keep information safe, as well as areas where we can improve. Here are the most important areas to concentrate on right now to ensure employee data security.

Stop Sending Email Attachments

Over 80% of consumers rely their decision to do business with a firm on its data security reputation, however, 53% of small business owners said their employees do not receive regular training on information security processes or policies. It is your job as a business to guarantee that all personal data and information is safe and appropriately secured against breaches.

Attaching sensitive material to an email poses a security risk, ranging from the simplest action of sending the email to individuals who should not receive it to the more dangerous of malware-infected attachments. However, since various firms utilize different systems, exchanging data outside of your corporation is becoming increasingly difficult. To finish their task on time, employees resort to employing a technology that IT has not approved. This might expose confidential corporate and client information to the internet.

Using secure connections to transfer information is one technique to protect client data. Attachments are instantly turned into a link with one click using the Citrix Files plug-in for Microsoft Outlook or Gmail. The Citrix plug-in is seen straight within an email in the image below:

Downloading and copying information from the file might be restricted. You may configure view permissions for the link when you pick your file, such as how many times it can be seen, if it can be downloaded, and if the viewer must sign in to read the contents.

It’s just as crucial to securely send or receive information from clients as it is for your staff to exchange files with one another. Client users are also supported by Citrix ShareFile; if administrators allow this feature, employees will be able to add receivers from outside your organization as users. This method adds a degree of document protection. To view the entire range of options available when securely exchanging files with customers, watch the video below.

Additionally, Citrix ShareFile allows you to easily and simply establish a secure platform for anybody you choose to upload files. You build a URL that the client may use to upload files to the web page. It is then stored in the folder that you designate. As shown in the graphic below, the entire procedure is smooth inside your workflow.

Or, you may automate your procedure by sending an email through the Citrix ShareFile interface. The email shown below contains instructions for securely uploading material.

Securely Collaborate with Clients

Office suites and team collaboration solutions are designed for internal usage among coworkers, not for business-to-business or business-to-consumer communication. Your staff requires a safe method of exchanging information with external clients and partners that do not compromise security standards. Microsoft SharePoint, for example, allows only internal employees to access and change documents, depending on the settings your administrator has chosen, making safe collaboration difficult.

Without a flurry of emails, attachments, or manual monitoring of changes, how can you get feedback on a report or get information from clients? And all of this while keeping in mind that information communicated via email is likewise regulated by the government? Employees may gather information via a secure gateway from just the intended recipients using Citrix ShareFile’s integrated feedback and approval procedures.

Version tracking and crowded inboxes are reduced because feedback is collected in one place. You may also establish automated reminders for completing feedback or when a recipient is mentioned in a comment.

Support Compliance with External Regulations

Data privacy is regulated in many businesses and by most countries. Your workers may have come across acronyms like HIPAA, GDPR, PCI, and CCPA/CPRA without fully comprehending the legal implications. The acquisition, dissemination, and storage of any data that has identifiable material for an individual, customer, or client is a common topic throughout these rules. Personal Identifiable Information, or PII, is another term for this.

A common misperception concerning data privacy law is that it only pertains to the organization that initiates the data collecting. This is not correct; for example, HIPAA may apply to third parties who undertake duties or activities that require the disclosure of personal health information (PHI), such as medical claims processing. If your company is subject to HIPAA, your workers will require a solution that complies with HIPAA’s rules for information sharing.

Citrix ShareFile, Citrix RightSignature, and micro-apps are just a few of the cloud-based Citrix services that may help you meet HIPAA regulations. These solutions allow healthcare and life science clients to securely access, distribute, and sign documents, ensuring that personal health information (ePHI) is sent, processed, and preserved. Citrix also maintains SOC 2 compliance for several cloud-based services, including ShareFile, and grows year after year.

Make Sure the “Great Resignation” Doesn’t Impact Your Data

There are data access risks when employees depart an organization. Before they went, did the employee download your whole customer contact list? What if you didn’t know? With 40% of workers expected to depart this year, data exfiltration is a major concern – 45 percent of employees indicated they took data before leaving or after being fired.

Understanding who has access to your data and files, as well as limiting access to only those who need it, is critical to preventing data theft. Individual end-users can manage view permissions, such as requiring the receiver to check-in before seeing the content, prohibiting downloads, and establishing a viewing rights expiration date.

Citrix ShareFile has dashboards that show who is viewing information, which is very valuable for compliance purposes. Admins can generate reports such as an evaluation of every file used.

Admins can review any files quarantined due to potential malware exposure from the dashboard section. To prevent the distribution of malicious information, ShareFile has built-in malware threat detection. To understand more about threat detection features, see this article.

Citrix Analytics for Security is also integrated with ShareFile. With automated reports that detect suspicious activity, this add-on function eliminates manual monitoring. An example of a warning for excessive access to sensitive data may be seen in the image below.

Because information kept in unstructured files might be difficult to arrange for preservation and compliance purposes, data retention and compliance can be problematic. This is a time-consuming task with a little extra benefit. Data Loss Prevention (DLP) tools from third parties can be integrated with ShareFile. This is great for enterprises who need to manage file sharing based on the content within the files themselves, especially those in highly regulated sectors.

 


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