When storing and sharing files, governmental agencies cannot afford unnecessary risks. They often handle and produce highly sensitive and valuable data that could do great harm should it fall into the wrong hands. As such, security is a leading concern.
Unfortunately, security is an aspect that is often lacking in traditional file-sharing and storage solutions. Such solutions also fall short in other areas, like scalability and cost-effectiveness.
In response, many governments are moving away from these traditional options towards more future-proof, forward-thinking alternatives, like Kahootz’s business cloud storage platform. This guide examines how and why secure collaboration tools are effective.
Why Traditional File Sharing Falls Short for Governments
An example of traditional file sharing would be email. This has long been a relatively quick and easy way for people to transfer files between one another. They attach the file to the email and send it to their intended recipient. It is a simple method, certainly, but also a flawed one for several reasons:
- Access Risks: You can type in a specific email address to send your attached files, but you cannot necessarily control who will see and access those files on the other end or even while in transit. Email accounts can be compromised by outside or in-house agents and end up lost or stolen.
- Lack of Version Control: When you send a file over email, the recipient gets their unique copy of that file, and they are free to edit it as they like. But this also means that the file can be duplicated, disseminated, and modified by anyone with access to that email account (via password, etc.) without the knowledge or permission of the sender.
- Scalability Issues: Sending a few files over email may be quick and easy. However, it becomes a far less feasible solution when working on a major governmental project and must send much larger files or several files simultaneously. Using cloud monitoring tools can help track file transfers and ensure that large-scale data sharing runs smoothly.
- Local Infrastructure Costs: If you primarily send files via email, you will maintain copies of those files on your physical devices, including those attached to the emails in your email account’s “Sent” folder. This can lead to high infrastructure costs for computers, hard drives, and secure servers to store all those files and keep them secure.
- Weak Security: While some email platforms have reasonable security standards, many are lacking in this area. Almost none can boast true government-level security protections, meaning every message from such an account is vulnerable to hacking.
- Audit Trails: Many email platforms also lack audit trail capabilities, including records of user actions, message logs, etc. This can make it hard to track down bad actors or see where other users might have delivered, modified, or copied a file.
- Basic Access Control: Many email accounts are protected by a password. Others offer additional layers of security, like two-factor authentication. However, they still do not have the same security and access management features as cloud-based storage for business.
Because of these many weaknesses, traditional email-based file sharing simply cannot compete with safer alternatives, like secure cloud storage for business.
Kahootz: Granular Permissions and a Security-First Approach
Kahootz offers cloud storage for businesses with security at the forefront. It boasts numerous key features that traditional file-sharing solutions cannot offer, like granular access control allowing admins to set who can view, edit, and share each file. It also provides robust version control so that you can review the full history of secure document sharing, and superior standards of file security.
Moving Beyond Closed Networks for Secure External Collaboration
One possible response to the risks of traditional file sharing is simply to operate on closed networks, cutting off external communications and eliminating the risk of unauthorised access. However, that is not an option nowadays, where agencies often collaborate with remote offices or their external partners.
Secure business cloud storage solutions like Kahootz enable secure external collaboration. They free agencies from the limitations of closed networks. Kahootz also brings other benefits, like encryption to safeguard data against any interception. Through this, government agencies can securely exchange data and share files in full confidence.
Maintaining Document Control Across Government Agencies
As mentioned above, a major challenge in legacy file sharing is the lack of document controls. Agencies that cannot view the version histories of individual files may face issues with inconsistent information management. This, in turn, may lead to reliance on outdated information, deficits in efficiency, and even failing compliance with core regulations.
Installing a centralised, secure cloud storage for business platforms solves such issues. It facilitates cross-agency collaboration, delivering controlled file-sharing, complete version control, and clear audit trails to help agencies stay compliant and maximise efficiency.
Building Trust in Business Cloud Storage with Kahootz
A trusted business cloud storage solution, such as Kahootz, elevates any organisation’s file-sharing capabilities through:
- Robust encryption for safer file transfers
- Granular access management for full control
- Multi-factor authentication for additional security
- Comprehensive audit trails for transparency
- Secure external collaboration for more productive teamwork
- Reliable data redundancy and backup for unforeseen emergencies
Kahootz also meets government agencies’ strict security and compliance needs, as evidenced by its use by the Ministry of Defence (MoD). Organisations like the National Health Service (NHS) have also entrusted this tool to build secure, collaborative platforms, like the FutureNHS Safeguarding Programme.
Conclusion: Choose Business Cloud Storage for Superior, Safe File Sharing
The risks of traditional file sharing are numerous and dangerous. However, there is no need for today’s governmental agencies to face those risks. Instead, they can switch to secure cloud solutions like Kahootz, a proven and trustworthy option for business cloud storage and sensitive data transfer. Visit our site to learn more, request a demo to see what Kahootz can do, or contact us to discuss your needs.
