Data is the heart of most enterprises and organizations. Operations rely on upload folders or tools for data ingest. This data fuels various enterprise processes, either in a practical, day-to-say sense or as a strategic foundation. This is especially true for healthcare, finance, MECA (manufacturing, engineering, construction, and engineering), life sciences (including clinical research), and […]
Data is the heart of most enterprises and organizations. Operations rely on upload folders or tools for data ingest. This data fuels various enterprise processes, either in a practical, day-to-say sense or as a strategic foundation.
This is especially true for healthcare, finance, MECA (manufacturing, engineering, construction, and engineering), life sciences (including clinical research), and legal industries. Organizations within these sectors not only generate large amounts of data, but they also require significant input from external sources.
Data ingest is not without risk though. Upload folders represent an open gate through which bad actors can introduce ransomware, malware, and viruses.
As important as it is for the industries mentioned above to take in data to execute functions and deliver results, it is equally important that these industries not be compromised by data corruption or breach.
Businesses and enterprises needing to take in data often rely on familiar tools, such as FTP clients. They may create file upload portals that only authorized users can access. Offices may even designate an email inbox to receive files or create a public upload form on a “Contact Us” page.
Depending on how these solutions are configured, they may come with certain security measures, such as:
These solutions are all vital components for cybersecurity. However, it’s not a given that any of these solutions will incorporate encryption, antivirus software, and ReCAPTCHA protections. Furthermore, these tools may introduce restrictive elements, such as limits on file types or sizes that can be uploaded. These may even be implemented deliberately as another form of security.
For those solutions that offer multiple layers of security, another challenge remains. If these elements of cybersecurity software are installed in a patchwork manner at different infrastructure layers, they may leave gaps in the network barrier. If they’re not integrated appropriately or a poor fit for the scope of demand, threats can breach those points of weakness.
FileCloud is a hyper-secure, enterprise-grade file sharing and data governance solution that can be deployed on-premises or in the cloud. In every step of FileCloud’s development, we sought to combine security with ease of use. The result is a flexible, intuitive platform for collaboration, with built-in data security and access controls.
How does FileCloud support hyper-secure data ingest and file upload?
There are a few core features that make this possible, from an environment as well as a user perspective:
The best part is that all these security tools and settings come built-in with the Essentials tier of FileCloud, across on-premises, cloud, and hybrid deployments.
Once an admin has configured the FileCloud instance and onboarded users, the users can begin creating secured spaces for data upload and ingest, all at the click of a few buttons. It all starts with creating a shared folder.
John Doe is a Solutions Architect working at Demo Company. Before he can begin processing requests from clients, he needs to receive certain documents that outline the scope of work, the objectives, and the timeline. All these documents must have signatures and a purchase order.
Since John Doe would need to collect many documents from many clients, he can use FileCloud to set up a folder specifically for data ingest.
John’s first step is to create the shared folder in FileCloud. To distinguish it from the other folders he plans to create, he names this data ingest folder “Get Files.”
An important note – the shared folder (and any other folders John creates) would be stored in his “My Files” directory within FileCloud. The ability depends on the admin delegating personal space to the user within the FileCloud instance.
If an admin has not configured the instance to support “My Files” for each user, the users will not have anywhere to store files or folders. The only storage space available would be a network share (if integrated) and Team Folders, a collaborative space in FileCloud managed by the administrator.
With the folder created and named, John’s next step is to share the folder.
By clicking on “Share,” John will be able to configure the share settings to meet his use case. This includes modifying the share link, creating a QR code for the share, sending the link in an email, changing the share from public to private, and adjusting access permissions.
FileCloud users can share files in a variety of ways to meet many different use cases. These options provide hyper-secure methods of collaboration and information exchange, powered and protected within FileCloud’s multi-layered security.
To allow data ingest or folder upload, John can specifically leverage the first share option, Allow anyone with a link. This option can be further specified by the dropdown list, which includes:
John clicks on ‘Upload Only,’ since he just needs to be able to receive files; the clients won’t be downloading any files from this folder, nor should they be able to see any of the files previously uploaded by other clients.
John is nearly done setting up the share folder. He makes a few more changes to make sure the share is recognizable in the future.
John clicks okay, and his work is nearly done! Now he can send the link out to necessary parties, or even include it in an email signature as a long-standing file upload solution, like in the example below:
John Doe
Solutions Architect
Demo Company
Please upload completed forms >here<
Knowing that it’s possible to share folders within FileCloud as a tool for data ingest is just one side of the coin.
The other side is the user experience – how well does the shared folder function? Is it simple, secure, and compelling? Does it contribute to John’s image as a competent Solutions Architect and solidify his clients’ impression of Demo Company as reputable?
These are important attributes to consider when utilizing any file or folder upload solution. No one wants to upload their important documents to a clunky, ill-formatted, or slow-performing interface. Especially not in today’s landscape where identity theft is high and IT news reports what feels like a major corporate data breach every week.
So, what do John’s clients see?
Clean. Simple. Secure. Clients can upload documents with confidence, knowing that they’re sending their data through a secure upload folder. They don’t have to fuss with logging into a client portal and maintaining their credentials. Nor do they have to note and guard an access password or key. It’s as easy as finding the last email from John, clicking the link, and dropping their files.
Cue the sigh of relief.
We’ve laid out how John, as a FileCloud user, can create a space for file and folder uploads within his personal storage space, “My Files.”
What if Demo Company wanted to streamline the process of data ingest? After all, John isn’t the only Solutions Architect who needs to collect files from clients.
Even better, by centralizing the data ingest within a collective directory, the company’s FileCloud admin can enact even greater protective mechanisms, such as retention policies, DLP rules, Smart Classification, and workflow automation.
Demo Company believes in working smart and hard. John has trailblazed the solution, and now the company's IT administrator is going to implement the FileCloud solution for all their employees.
How?
With Team Folders of course!
Tamara is Demo Company’s IT administrator – she is tasked with configuring the environment so every user within the “Solutions Architect” group has their own upload folder within the Team Folders directory.
First, she’s going to create the folder at the root level of the Team Folders. Then, because she wants the architects to only be able to see and access the files of clients they actively manage, she creates subfolders labeled with each of their names and the purpose: e.g., John Doe Input Files.
The admin and user interfaces in FileCloud mirror each other across many functions, including file and folder actions. Tamara can click to share the folder in the same way that John created his share folder. Then, she can update the options:
The use case we have outlined above is fairly standard for public share links in FileCloud. It offers several security advantages over traditional tools or methods for data ingest, including FTP clients and email attachments. FileCloud’s upload folders also ensure that recipients uploading files have a smooth experience, within a branded environment they can trust with their data.
For healthcare, finance, MECA, life sciences, and legal companies, the ability to facilitate easy, secure file uploads for clients is critical to daily operations and long-term success. With today’s cybersecurity landscape, these companies can’t rely on outdated FTP clients or email attachments. Especially when the data relayed exceeds standard size limits or is stored in unique file types (such as CAD files for 3D schematics and blueprints).
FileCloud offers a simple, modern solution – for users and admins both – within a powerful, hyper-secure platform.
Interested in seeing how FileCloud can work for you?
Check out our on-demand demo | Register for a free trial
Written by Daniel Alarcon, Senior Manager, Customer Onboarding and Enablement
& Katie Gerhardt, Jr. Product Marketing Manager
