In today's digital age, the security of our sensitive files and data is of utmost importance. Many businesses and individuals rely on cloud-based file-sharing platforms to store and exchange confidential information. So, how can we ensure our data remains safe from prying eyes? 

One popular solution is ShareFile, a secure file-sharing and storage platform. But just how secure is it? We’ll examine ShareFile's encryption and security features to help you determine if it's the right choice for protecting your valuable data.

Key Takeaways

• ShareFile uses industry-standard AES 256-bit encryption to protect files both in transit and at rest.
  
  

• Two-factor authentication, customizable permissions, and remote wipe capabilities provide additional layers of security.
  
  

• ShareFile is HIPAA, FINRA, and CFPB compliant, making it suitable for businesses handling sensitive data.

Understanding ShareFile's Encryption

At the heart of ShareFile's security is its use of advanced encryption technology. ShareFile employs AES 256-bit encryption, which is the same level of encryption used by banks, government agencies, and military organizations to protect classified information.

AES, or advanced encryption standard, is a symmetric encryption algorithm that uses a 256-bit key to encrypt and decrypt data. This means the same key is used to encrypt the data before it's sent and to decrypt it once it's received.

The 256-bit key size provides an astronomical number of possible combinations, making it virtually impossible for hackers to crack using brute force methods.

ShareFile applies this AES 256-bit encryption to files in two stages:

• Encryption in transit: When files are uploaded to or downloaded from ShareFile, they are encrypted using SSL/TLS (Secure Sockets Layer/Transport Layer Security) protocols. This creates a secure tunnel between the user's device and ShareFile's servers, preventing anyone from intercepting and reading the data as it travels over the internet.

• Encryption at rest: Once the files reach ShareFile's servers, they are encrypted again using AES 256-bit encryption before being stored. This ensures that even if a hacker gains access to the physical servers, they would not be able to read or decipher the stored files without the encryption key.

ShareFile's dual-layer encryption approach provides a high level of security for your sensitive data. Even if a breach occurs, the encrypted files would be unreadable and unusable to anyone without the proper decryption key.

Additional Security Features

While encryption forms the bedrock of ShareFile's security, the platform offers several additional features and controls to further protect your data:

• Two-Factor Authentication: ShareFile supports two-factor authentication (2FA), which requires users to provide a second form of verification, such as a code sent to their phone, in addition to their password. This extra layer of security helps prevent unauthorized access even if a password is compromised.
  
  

• Customizable Permissions: ShareFile allows you to set granular permissions for each user, controlling who can view, edit, download, and share specific files and folders. This ensures only authorized individuals have access to sensitive data.

• Remote Wipe: In the event that a device with access to ShareFile is lost or stolen, administrators can remotely wipe the ShareFile data from the device to prevent it from falling into the wrong hands.

• Account Activity Tracking: ShareFile provides detailed logs of all account activity, allowing you to monitor who is accessing files and detect any suspicious behavior.

• Secure Link Sharing: When sharing files via ShareFile, you can set passwords and expiration dates for the shared links, limiting access to only intended recipients for a specified time period.

These additional security features provide a comprehensive, multi-layered approach to protecting your data, ensuring that even if one line of defense is breached, other safeguards can prevent unauthorized access.

Compliance and Third-Party Audits

For businesses operating in regulated industries, compliance with data protection standards is crucial. ShareFile meets the strict security requirements of several key regulations:

• HIPAA: ShareFile is compliant with the Health Insurance Portability and Accountability Act (HIPAA), which sets standards for the protection of sensitive patient health information. This makes it a suitable choice for healthcare providers and organizations handling protected health information (PHI).
  
  

• FINRA and CFPB: ShareFile complies with regulations set by the Financial Industry Regulatory Authority (FINRA) and the Consumer Financial Protection Bureau (CFPB), making it a secure option for financial services firms and other businesses handling sensitive financial data.
  
  

• SSAE 16: ShareFile undergoes regular third-party audits, including the Statement on Standards for Attestation Engagements No. 16 (SSAE 16) audit. This rigorous audit assesses the platform's security controls and processes, providing independent verification of its commitment to data protection.

ShareFile's compliance with these regulations and its willingness to undergo third-party audits demonstrate the platform's dedication to maintaining the highest standards of security and data protection.

Potential Vulnerabilities and Best Practices

While ShareFile's encryption and security features are robust, it's important to remember that no system is entirely invulnerable. There are potential vulnerabilities to consider:

• User Error: One of the most common security risks is user error. If users choose weak passwords, share login credentials, or fall victim to phishing scams, even the strongest encryption can be bypassed. It's crucial to educate users on best practices for password security and to be cautious when clicking links or downloading attachments from unknown sources.
  
  

• Third-Party Integrations: ShareFile allows integration with various third-party applications to extend its functionality. However, these integrations can potentially introduce vulnerabilities if the third-party apps have security flaws. It's important to vet any third-party integrations carefully and only connect with reputable, secure services.
  
  

• Insider Threats: While ShareFile provides controls to limit access to sensitive data, there is still a risk of insider threats. Disgruntled employees or malicious actors within an organization could potentially misuse their access to ShareFile to steal or leak confidential information. Implementing strict access controls, monitoring user activity, and promptly revoking access for terminated employees can help mitigate this risk.

While ShareFile's encryption and robust security features provide strong protection, users still play a critical role in safeguarding sensitive data. 

As Laura Kaminski, principal product marketing manager at ShareFile from 2022 to 2024 explains:

"ShareFile's advanced encryption and granular access controls form a solid foundation for secure file sharing. However, organizations must also prioritize employee education and implement best practices to mitigate risks like weak passwords, phishing attempts, and insider threats.

"A comprehensive approach that combines powerful technology with informed, security-conscious users is key to maximizing data protection."

By emphasizing the importance of user education and best practices alongside ShareFile's technical security measures, Kaminski highlights the shared responsibility of both the platform and its users in maintaining a secure file-sharing environment.

To maximize the security of your data on ShareFile, consider the following best practices:

• Use strong, unique passwords and enable two-factor authentication for all user accounts.
  
  

• Review and update user permissions regularly to ensure that individuals have access only to the files and folders they need to perform their job duties.
  
  

• Train employees on secure file-sharing practices and how to identify potential phishing attempts or other security threats.
  
  

• Implement a strong off-boarding process to promptly revoke ShareFile access for employees who leave the company.
  
  

• Consider using a secure digital vault like Trustworthy to add an extra layer of protection for your most sensitive data.

Use Trustworthy in Conjunction with ShareFile

While ShareFile provides strong encryption and security features, some organizations may require an even higher level of protection for their most sensitive data. That's where Trustworthy comes in.

Trustworthy is a secure digital vault designed to safeguard your confidential information, such as intellectual property, financial records, and legal documents. With Trustworthy, you can create an additional layer of security around your most critical files, ensuring that only authorized individuals can access them.

Some key benefits of using Trustworthy in conjunction with ShareFile:

• Granular Access Controls: Trustworthy allows you to set highly specific permissions for each user, down to the individual file level. This ensures that users can only view and interact with the exact files they need, minimizing the risk of unauthorized access.
  
  

• Secure File Sharing: With Trustworthy, you can securely share sensitive files with external parties, such as clients, auditors, or legal counsel. The platform provides secure link sharing with customizable expiration dates and the ability to revoke access at any time.
  
  

• Audit Trails and Activity Logs: Trustworthy maintains detailed audit trails of all user activity, allowing you to track who accessed which files and when. This provides valuable insights for compliance and helps detect any suspicious activity.
  
  

• Customizable Security Settings: Trustworthy allows you to tailor your security settings to meet your organization's specific needs. To further protect your data, you can enable features like two-factor authentication, IP address restrictions, and automatic logout.
  
  

• Compliance Assistance: Trustworthy is designed to help you meet the strict data protection requirements of regulations like GDPR, HIPAA, and SOC 2. The platform provides tools and features to assist with compliance, such as data residency controls and the ability to promptly fulfill data subject access requests.

By using Trustworthy to secure your most sensitive files, you can add an extra layer of protection and control beyond what ShareFile provides. This can be especially valuable for businesses in highly regulated industries or those dealing with extremely confidential information.

Trustworthy integrates seamlessly with ShareFile, allowing you to easily move files between the two platforms as needed. You can use ShareFile for general file sharing and collaboration while reserving Trustworthy for your most critical data. This hybrid approach provides the best of both worlds: the convenience and functionality of ShareFile with the enhanced security and control of Trustworthy.

Frequently Asked Questions

Can ShareFile encrypt individual files before uploading them to the platform? 

ShareFile automatically encrypts all files uploaded to the platform using AES 256-bit encryption. However, if you require an additional layer of encryption for specific files, you can encrypt them using a third-party tool before uploading them to ShareFile for added security.

Does ShareFile offer the ability to set expiration dates for shared files? 

Yes, ShareFile allows you to set expiration dates for shared links. This ensures recipients can only access the shared files for a specified period, after which the link will no longer be valid. You can customize the expiration date based on your specific needs and security requirements.

Can I control which specific devices have access to ShareFile? 

Yes, ShareFile offers device management features that allow you to control which devices can access the platform. You can require users to register their devices and approve or deny access based on your security policies. This helps prevent unauthorized devices from accessing sensitive data stored on ShareFile.