Effective collaboration across teams is essential, but in the current business environment with teams sharing sensitive documents, intellectual property, and confidential information, secure file sharing becomes a critical challenge. Organizations must find a way to foster collaboration without compromising data security. This is where security plays a pivotal role in enabling teams to collaborate effectively while protecting privileged information.. 

Let’s explore the key problems companies face when sharing files and how EchoMark’s SecureView solution addresses these issues to enable seamless, secure collaboration.

Challenges with Securing and Sharing Files Within Organizations

Organizations often struggle to strike the right balance between accessibility and security when it comes to file sharing and team collaboration. Here are some of the most common issues teams encounter:

• Lack of visibility and control: Once files are shared via traditional methods, like email, file transfer, or shared drive, the original owner loses control of the document. Without permissioning or a data rights management (DRM) system in place, documents can be copied, forwarded, or modified without the owner’s knowledge, leading to data loss or exfiltration.
• Data breaches and insider threats: Internal users can pose a threat to the confidentiality of sensitive information. Without proper file access control, files can be copied, downloaded, or printed and disclosed to unauthorized parties.
• Compliance concerns: Many industries face stringent data privacy regulations, and improper file management can result in compliance violations. Without secure document management, organizations run the risk of costly fines and reputational damage.

Given these risks, traditional methods of file sharing and collaboration are no longer sufficient. Relying on email attachments, cloud-based sharing platforms without sufficient security features, or physical copies of documents opens the door to inefficiencies and loss of control.

The Limitations of Email Attachments and Shared File Copies

For many teams, emailing attachments or sharing copies of documents through cloud storage solutions is still the go-to method for collaboration. However, these methods limit the overall protections available to maintain information security.

1. Lack of security: Email attachments can be intercepted or forwarded to unauthorized recipients. The file may be exposed to third-party applications or services without proper encryption, making it vulnerable to theft.
2. Loss of control: When you email a file, you lose control over it the moment you hit send. The recipient can download, copy, or modify the document without your consent. This lack of control can lead to the unintentional dissemination of sensitive information.
3. Inefficiency: Sharing documents via email leads to version control chaos. Multiple versions of the same document are circulated, making it difficult to track the most up-to-date version, which results in confusion and wasted time.
4. Non-compliance: Emailing sensitive information without proper security protocols in place can lead to violations of industry regulations like GDPR, HIPAA, or others. This puts the organization at risk of legal consequences. Sensitivity labels aren’t enough. Motivated leakers will find a way around preliminary safeguards.

Organizations need to find a more secure and efficient method to share files without losing control. This is where EchoMark’s SecureView offers a robust solution that adds extra security measures without impeding operations and necessary information sharing, and can withstand printing, forwarding, and mobile photo capture.

How EchoMark’s SecureView Solves the Problem

SecureView was designed to address the very problems organizations face with insecure file sharing. It enables secure communication and team collaboration without compromising the integrity or privacy of the data. Here’s how:

1. Secure file access control: SecureView allows users to set granular permissions on who can view a document, for how long, and what they can do with it (e.g., restrict copying or downloads). This ensures that the sender retains control over the document at all times.

2. Preventing data loss: SecureView embeds invisible, AI-powered forensic watermarks within documents. These watermarks are uniquely traceable, allowing the organization to identify the source of any leaks and prevent data loss proactively. Whether PDF, PowerPoint, Document, or image, whatever content is shared can be invisibly watermarked.

3. Seamless collaboration: SecureView enhances team collaboration by enabling teams to view documents, without the need to create multiple versions of the same file. This reduces confusion and ensures that everyone is working from the latest version. Coupled with view analytics, information senders can see who and when the information was accessed and viewed.

4. File auto-conversion: SecureView integrates with Outlook and Google e-mail, offering a safer alternative to traditional email attachments. Teams can share documents without the risk of unauthorized access or leaks, and documents are converted to SecureView links to provide the same ease of sharing as a shared drive link. 

With SecureView, EchoMark offers a solution that prioritizes both security and efficiency, ensuring that teams can collaborate effectively without sacrificing data protection.

The Future of Secure Collaboration

With increasing cyber threats and stricter compliance requirements, the need for secure file sharing and communication has never been more critical. By adopting advanced tools like SecureView which leverages the most innovative and effective way to watermark information, organizations can empower their teams to collaborate confidently, knowing that their sensitive information is protected.

To learn more about how SecureView can improve your organization’s security and enhance collaboration, reach out to EchoMark today for a demo.

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