The digital scene is rapidly evolving, and the need to be updated with the latest trends and solutions is an imperative part of keeping up with the times. Securely sending clients’ files is critical for businesses in all sectors. Still, once you opt for this convenience, companies are usually left to balance the trade-offs of strong security practices and the intricacies of compliance regulations. If not carefully managed, the costs from security breaches, substantial fines, and damage to reputation could be detrimental.

This blog post will discuss how Egnyte’s Client File Sharing Portal provides a secure and dependable solution to satisfy these important considerations for organisations wanting to collaborate with clients securely and compliantly. We will also discuss the features and functionality that contribute to Egnyte’s being a trustworthy source for rapidly and securely exchanging client files.

Key Security Features of Egnyte’s Portal

Egnyte’s client file sharing portal encompasses several key security features to protect sensitive data.

  1. Granular access controls and permissions: Egnyte allows administrators to control access to specific files and folders and the actions to view, download, edit and share a particular file. This is achieved through:
  • Folder permission: Assigning different access permissions to individual users or groups.
  • Role-based access control: Defining roles with specific permissions & assigning users to roles. Users can have multiple roles, and permissions are cumulative across their assigned roles. 
  • Permissions browser: A tool that allows for an easy way to search and see what user or group has access to what folders and their level of permissions.
  1. Encryption at rest and in transit: Egnyte employs several reliable methods to safeguard data.
  • Encryption in Transit: All data transfers are protected using the TLS (Transport Layer Security) protocol with 256-bit AES encryption. Egnyte uses the most secure versions (TLS 1.2 and 1.3). 
  • Encryption at Rest: Any files stored on the Egnyte server are encrypted using AES 256-bit encryption. If there is any unauthorised access, the file remains unreadable without using the encryption key.
  • Enterprise Key Management (EKM): Egnyte also offers EKM for organisations that want more direct control. EKM allows customers to manage their encryption keys using third-party cloud services (e.g., Microsoft Azure Key Vault or AWS KMS) or hardware security modules (HSM) on-premises.
  1. Activity logging and audit trails: The platform keeps detailed records of all user activity, providing a comprehensive audit trail. This includes login attempts, access to files and folders, edits and document changes, and sharing and permission changes. These records assist in monitoring for suspicious activity, investigating incidents, and providing evidence for compliance.
  1. Two-factor authentication: Egnyte allows users to enable Two-Factor Authentication, adding a layer of security to their user accounts. When users log in, they need to enter a second verification factor (like a code from an authenticator app or a one-time password sent via SMS) in addition to their password before they log in.
  1. Data loss prevention: Egnyte also has features that help prevent data loss.
  • Content classification: Identify and classify sensitive data in the files based on pre-programmed or ad-hoc policies (e.g. PII, financial records, health records).   
  • Sharing safeguards: Controls that protect from out-of-bounds sharing, including disabling links on sensitive data or modifying to view only permissions.   
  • User warnings: Alerts are sent to users trying to share sensitive data files.

How Egnyte Supports Compliance Requirements

Egnyte’s platform is designed with a high level of built-in security. It has many features and certifications that directly address compliance requirements, making it easy for organisations to work in regulated industries and regions.

  1. Meeting industry-specific regulations
  •  HIPAA (Health Insurance Portability and Accountability Act): Egnyte can help healthcare organisations comply with HIPAA by signing a Business Associate Agreement (BAA). The security features of the Egnyte platform, including encryption, access controls, and audit logs, provide built-in technical, physical, and administrative safeguards consistent with HIPAA requirements for protecting Protected Health Information (PHI). Egnyte’s platform and mobile applications are HIPAA-ready.
  • GDPR (General Data Protection Regulation): For organisations that manage personal data for EU residents, Egnyte has features to help them comply with GDPR. This includes features to identify and classify personal data, manage consent, process data subject access requests (DSARs), and maintain processing activity records. Egnyte can identify personal data in various repositories and provides controls to manage and protect personal data. Egnyte has an EU datacenter to meet data sovereignty requirements.
  • SOC 2 (System and Organisation Controls 2): Egnyte’s SOC 2 SSAE 18 Type 2 compliance securely manages data to protect client organisations and their clients. An independent auditor provides the SOC 2 attestation report and describes Egnyte’s security, availability, processing integrity, confidentiality, and privacy controls.
  1. Maintaining data sovereignty: Egnyte allows companies to select the geographical location of their data storage. This helps organisations satisfy data sovereignty concerns and regulatory requirements; for example, in the EU, Egnyte has an EU datacenter to match the GDPR’s data localisation requirements.
  1. Enforcing retention policies: Egnyte’s capabilities can help organisations manage the data lifecycle, including setting and enforcing data retention policies. This is an essential component of many compliance regulations, which require organisations to keep records for some time and then properly destroy them. Administrators can automate retention, archiving and destruction functions.

Benefits of Using Egnyte for Client File Sharing

There are a myriad of benefits in using Egnyte for enhancing the client file sharing portal: 

  1. Enhanced security and reduced risk: With granular permissions, strong encryption, logging, 2FA, and DLP, Egnyte drastically reduces the risk of a data breach or unauthorised use of sensitive data compared to reckless communications methods such as email or uncontrolled use of poorly managed Cloud storage. 
  1. Improved collaboration and efficiency: A centralised, secure portal simplifies sharing and collaborating on files with clients and will limit the number of emails used back and forth to save time and increase efficiency.  Clients can still access what they need, including files for collaboration, but in a controlled environment. 
  1. Streamlined compliance processes: Egnyte’s features are designed to support various regulations and simplify compliance efforts. Organisations can more easily adhere to data security, privacy, and record-keeping requirements, reducing the burden of manual compliance management.   
  1. Professional and branded client experience: The portal can often be customised with company branding, providing clients with a professional and seamless experience. This reinforces trust and strengthens client relationships.

Final Thoughts: Secure and Compliant Client Interactions With Egnyte

In conclusion, Egnyte’s Client File Sharing Portal offers a strong and secure collaborative environment for companies looking to work effectively with clients. Incorporating granular security features, support for various compliance obligations, and a richer overall experience, Egnyte offers a complete solution that enhances productivity while protecting vital information. By choosing Egnyte, organisations can confidently share sensitive information while adhering to their security standard and navigating complex regulatory compliance with peace of mind.