Legal action is an unfortunate but sometimes unavoidable part of doing business. To prepare for potential litigation, corporations need solutions to support the intricate processes and manage the documentary evidence that is involved. Organizations must ensure that all company information is fully auditable and trackable in the electronic discovery (e-discovery) process while still reaping the benefits of cloud file sharing solutions. A comprehensive managed file transfer platform can help.
Consumer Cloud Storage Pitfalls
In today’s climate of readily available consumer file sharing applications, employees can potentially upload, download, and share company data without any IT oversight. When legal disputes arise, using consumer file sharing services puts companies at risk of lost evidence, chain of custody infractions, fines, and, as a worst case scenario, a possible ruling in favor of the other party.
Consumer cloud storage services are notoriously fraught with security shortcomings and do not meet the internal IT policies that many corporations want to uphold to protect the enterprise against security breaches and data loss. Corporations also face external regulation compliance issues, such as HIPAA, SOX, GLBA, and others, that consumers do not. Ultimately, consumer cloud storage solutions leave regulatory compliance in the hands of end users, instead of the enterprise.
The enterprise must also contend with big data in the e-discovery process. Data collected and stored that may be required in the case of legal and regulatory action is often unstructured and can quickly grow to unmanageable proportions, so organizations need a solution that can easily manage such vast quantities of information and make it simple to retrieve.
Furthermore, e-discovery is expensive. The paper Accounting for the Costs of Electronic Discovery lists data collection costs at $250-$500 per hour. Identifying, accessing, and sifting through personal data to find relevant company data is an arduous, time-consuming activity that is best avoided. The faster an e-discovery process is completed, the lower the legal costs will be.
A Viable Alternative: Managed File Transfer
Companies that may potentially be involved in legal action should consider closing compliance gaps in the exchange and sending of data by using an enterprise-class MFTaaS solution such as Thru. This enables them to securely send, track, and manage any size folders or files with Thru Managed File Transfer. By pairing Thru Managed File Transfer with the Enterprise Connector for Microsoft Outlook, companies can efficiently meet all security and compliance requirements with no change in workflow. Every email sent with the Thru Enterprise Connector for Outlook retains a full, legal-grade audit trail. Also, each action taken on a file or folder is recorded and stored in a database for auditing purposes, letting administrators easily track transactions, and helping to expedite forensic investigations. Simple, centralized administration gives the enterprise granular control over company data to preserve crucial evidence or restrict access to specific accounts.
By using Thru Managed File Transfer, companies can empower employees to send and receive files securely without relying on IT or resorting to risky, unsecure consumer cloud file sharing solutions. With full tracking and auditing functionality, Thru helps organizations reduce costs while ensuring discovery of all potential evidence in legal matters.