File sharing – by email or in a data sharing service?

Various files are constantly distributed in electronic format. A surprising number of them contains information that should be protected. When should one use e-mail and when a data sharing service? And how to take care of information security?

The EU Data Protection Regulation, which also runs under the name GDPR, has made companies think more closely about the processing of personal data in their communications.

In addition to social security numbers and address information, the files that require additional security may include, for example, account numbers, health information, tax cards, salary information, usernames and passwords, product development information, contract drafts, or financial figures.

Which media should you share files with?

Data can be distributed electronically in countless ways. The most common of these are e-mail and various data sharing services. Both have their pros and cons. When choosing, you should therefore first think about what the actual communication need is.

Sharing attachments by e-mail

By e-mail, an attachment can be quickly delivered to a recipient. E-mail messages function best when the number of messages and people in the conversation is small. However, sharing large files by e-mail can be challenging.

In e-mail, the message chain can split when new people are taken into the conversation or only part of the original recipient list is answered to. Additionally, it is becoming increasingly difficult to find out what is the latest version of a file as it spreads in the message chain. Everyone can have their own version saved on their own computer and some stores files only in e-mail.

What about information security then? E-mail is, in principle, a completely insecure way of communicating. If a file contains sensitive content, it should not be sent via normal e-mail. E-mail encryption also allows confidential files to be delivered by email.

File sharing in a data sharing service

Data sharing services function better than e-mail in situations where there are many people in the conversation or large number of messages sent. Messages do not block e-mail and file management is easier and centralized. Conversations and files can be stored as long as required.

From security aspect, it is important that the access rights to files and other data can be managed. Likewise, it must be safe to store, transfer and delete files. All data processing should leave a trail so that it can be known who has handled the information and when.

In a digital era, people also want to share files on mobile devices. Documents still need to be protected and easily sharable to both internal and external interest groups. Can this be done in the system you are using?

In Deltagon’s solution, file sharing and messaging with customers, for example, is both easy and secure.


Contact us by phone +358 9 685 0320 or e-mail to find out what kind of solution is suitable for your organization's needs.

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