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Secure File Sharing for State & Local Government Agencies

by Bob Ertl updated July 21, 2023 Secure File Sharing

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Protecting sensitive information is a top priority for state and local government agencies. With the rise in cyber threats and the increasing need for collaboration and efficiency, investing in secure file sharing solutions has become crucial for these agencies. The U.S. Department of Homeland Security (DHS) established the State and Local Cybersecurity Grant Program (SLCGP) in September 2022 specifically for state, local, and territorial (SLT) governments across the country to evaluate and improve their cybersecurity posture. It is important for SLT agencies to invest part of these funds in secure file sharing to protect sensitive content communications within their systems. This article focuses on the importance of safeguarding sensitive content for state and local government agencies and explores key considerations for implementing secure file sharing solutions.

Table of Contents

Overview of the State and Local Cybersecurity Grant Program (SLCGP)

The SLCGP is an initiative by the Department of Homeland Security aimed at enhancing the cybersecurity posture of state and local government agencies. Qualifying agencies receive funding to improve their cybersecurity capabilities, including protecting sensitive data from potential cyber threats.

How Much Funding Is Available Under SLCGP?

Congress appropriated $200 million for SLCGP in fiscal year (FY) 2022, which includes $185 million for the program, $6 million for the Tribal Cybersecurity Grant Program, and $8.5 million for DHS to administer the grant. For FY 2023, Congress has appropriated $400 million, and the process of application began in late spring 2023. The allocation formula in the Bipartisan Infrastructure Law includes a base level of funding for each state and territory. Allocations for states, the District of Columbia, and Puerto Rico include additional funds based on a combination of total population and rural population. State administrative agencies for states and territories are the only eligible applicants. In addition, two or more eligible entities may apply jointly for assistance as a multi-entity group.

What Do Organizations Need to Include in Their Cybersecurity Plan for SLCGP Funding?

To ensure an agency’s cybersecurity plan meets the requirements for SLCGP funding, the Department of Homeland Security requires a cybersecurity plan to address the following principles:

Multi-factor Authentication	This extra layer of protection requires users to provide multiple forms of identification to access sensitive information stored in applications or systems.
Audit Logging	Adequate logging and monitoring mechanisms track and detect any suspicious activities, helping to identify potential security breaches promptly.
Data Encryption	Encryption technology for content at rest and in transit should be employed to protect sensitive data from unauthorized access or interception.
End-of-Life Software and Hardware	Promptly retiring unsupported or end-of-life software and hardware reduces vulnerabilities. Replace with updated, secure alternatives to reduce potential risks.
Password and Credential Management	Prohibiting the use of known, fixed, or default passwords and credentials helps mitigate the risk of unauthorized access to systems or accounts.
System Backups	A robust backup and recovery system ensures the ability to reconstitute systems in the event of a cyber incident, minimizing downtime and enabling a quick recovery.
Migration to .gov Domain	Using the .gov internet domain enhances security and ensures proper authentication and monitoring of web resources.

These principles should be tailored to an organization’s specific needs and requirements. Regular updates to the cybersecurity plan are necessary to adapt to evolving threats and technologies. A good secure file sharing solution can address most of these principles.

Benefits of Implementing Secure File Sharing for Government Agencies

State and local government agencies handle a vast amount of sensitive information, including personally identifiable information and protected health information (PII/PHI), intellectual property, criminal justice information, and more. Protecting this information is critical to maintaining the privacy and security of citizens and government employees, as well as government property, especially critical infrastructure. Investing in secure file sharing solutions provide SLT agencies with the following benefits:

Secure File Sharing Ensures Email and File Content Is Secure

Government agencies are attractive targets for cybercriminals due to the vast amount of sensitive information they handle. The increasing sophistication of cyber threats, such as ransomware attacks and phishing scams, poses a significant risk to the confidentiality and integrity of government content. Secure file sharing solutions help mitigate these risks.

Unauthorized access to sensitive content can lead to data breaches, resulting in reputational damage, financial loss, and potential legal consequences. Secure file sharing solutions provide robust security measures, such as encryption and access controls, to prevent unauthorized individuals from accessing sensitive data.

Secure File Sharing Enhances Collaboration and Efficiency

Effective communication and collaboration between different departments and agencies are essential for the smooth functioning of state and local government. Government agencies, however, constantly face the challenge of balancing security with productivity. Strict security measures are critical but, if too onerous, impede collaboration and slow down processes. Secure file sharing solutions address this challenge by offering a user-friendly interface and features that allow agencies to maintain productivity while ensuring data security.

Most secure file sharing solutions offer features that help agencies meet their legal obligations without compromising productivity. For example, secure file sharing solutions facilitate real-time collaboration on documents, allowing employees to work together efficiently to enhance agency productivity. Users can make edits, leave comments, and track changes. Secure file sharing solutions also enable employees from different departments and agencies to share files and information easily. This streamlines communication and eliminates the need for manual exchange of documents, saving time and resources.

Secure File Sharing Helps Organizations Meet Regulatory Compliance Requirements

Government agencies are obligated to comply with data and consumer privacy regulations, such as the Health Insurance Portability and Accountability Act (HIPAA), state-level data privacy regulations, such as the California Consumer Privacy Act (CCPA), and the Payment Card Industry Data Security Standard (PCI DSS). Failure to comply with these regulations can result in severe penalties. Secure file sharing solutions provide the necessary security measures to meet these regulatory compliance requirements. Compliance with these requirements is necessary to protect sensitive data and maintain public trust.

Key Features of Secure File Sharing Solutions

Secure file sharing solutions offer a range of key features. Together, they help protect sensitive content and ensure secure transmission and storage of files. They should also enable organizations and SLT agencies to monitor and track user activity for security and compliance purposes. These features include:

End-to-end Encryption Protects PII Through the Entire Email Journey

End-to-end encryption ensures that data remains encrypted during transmission and storage, making it unreadable to unauthorized individuals. End-to-end encryption means that data is encrypted on the sender’s device and can only be decrypted by the intended recipient. The data remains encrypted while in transit and at rest, ensuring that even if intercepted, it cannot be accessed or understood by unauthorized individuals. This provides an additional layer of security and protects sensitive content from potential cyberattacks.

User Authentication and Access Controls Ensure Limited Access to Sensitive Content

Strong user authentication mechanisms, such as passwords, biometrics, or multi-factor authentication, ensure that only authorized individuals can access sensitive content. Granular access controls, by contrast, further limit data exposure by allowing agencies to specify who can access specific files or folders, usually based on their roles or responsibilities. Granular access controls help limit data exposure to only those who need it, reducing the risk of unauthorized access or accidental data leakage. By providing different levels of access based on user roles or permissions, agencies can ensure that sensitive content is only accessible to authorized personnel.

Secure File Transfer Protocols Are Compliant With Data Privacy Regulations

There are several secure file transfer protocols available, such as FTP over SSL/TLS (FTPS), SSH File Transfer Protocol (SFTP), and Hypertext Transfer Protocol Secure (HTTPS). Each protocol has its own strengths and weaknesses, and agencies should select the one that best suits their needs. When selecting a secure file transfer protocol, organizations should consider factors such as the level of security required, compatibility with existing infrastructure, ease of use, and that it meets regulatory compliance requirements listed in GDPR, HIPAA, CCPA, and others.

Audit Logging and Activity Monitoring Identify Potential Security Breaches

Audit logs provide a record of file access, modifications, and transfers, allowing agencies to track and record legitimate file activity, and investigate any suspicious or unauthorized file activity. User activity monitoring helps identify potential security breaches and ensures compliance with governance and industry standards.

Factors to Consider When Implementing a Secure File Sharing Solution

When selecting a secure file sharing solution, state and local government agencies should consider various factors, including security, usability, and cost-effectiveness. These should be preceded by an assessment of the agency’s needs, their specific security and compliance requirements, and their existing infrastructure. Some of these factors include:

Assess the Organization’s File Sharing Needs

Before implementing a secure file sharing solution, state and local government agencies should assess their specific business, security, and compliance needs. This includes identifying the types of sensitive content they handle and with whom it is to be shared, understanding their storage requirements, and evaluating any existing infrastructure limitations that may impact the implementation process.

Identify Sensitive Data Types and Their Storage Requirements

Agencies should identify the various types of sensitive content they handle, such as PII, PHI, contracts, email communications, criminal justice information, and more. Each content type may have specific storage requirements, such as encryption or restricted access. Understanding these storage requirements is essential in implementing an effective secure file sharing solution.

Evaluate Existing Infrastructure Limitations

State and local government agencies should assess their existing IT infrastructure and determine if any limitations exist that may impact the implementation of a secure file sharing solution. This evaluation includes considering factors such as network capacity, storage capabilities, and compatibility with existing software applications or systems. By identifying any limitations, agencies can plan for necessary upgrades or adjustments to ensure a smooth implementation process.

Balance Security, Usability, and Cost-effectiveness

While security is paramount, agencies must also consider the usability and cost-effectiveness of the solution. The solution should be user-friendly and intuitive, ensuring that employees can easily adopt and navigate the platform. It should also be cost-effective, providing value for the agency’s investment and aligning with budgetary considerations.

Train Employees on Secure File Sharing Best Practices

Implementing a secure file sharing solution requires the participation and cooperation of agency employees. To ensure successful (wide) adoption, agencies should train their employees on secure file sharing best practices and the importance of data security. This can be achieved through training programs, workshops, and informative materials. Training programs should cover topics such as password management, recognizing phishing attempts, and understanding the importance of strong authentication.

Encourage Adoption Through User-friendly Interfaces

To encourage adoption, agencies should provide user-friendly interfaces that make the secure file sharing solution easy to navigate. Anything less will encourage employees to use consumer-focused, unsanctioned “shadow IT” solutions. Employees should be able to easily upload, download, and share files without encountering complications. User training programs should familiarize employees with the solution’s features and provide ongoing support to address any questions or concerns.

Kiteworks Secure File Sharing Protects State and Local Government Agency Content

The Kiteworks Private Content Network provides state and local government agencies with a secure file sharing solution that enables the secure exchange of sensitive content and files between users and constituents, partnering agencies and organizations, and systems while ensuring regulatory compliance, data governance, and information security. With Kiteworks, state and local government agencies utilize a hardened virtual appliance to securely access, send, and receive sensitive content both internally and externally. Kiteworks provides a variety of secure deployment options to choose from, including on-premises, private cloud, hybrid cloud, hosted, and FedRAMP virtual private cloud.

The Kiteworks platform also provides comprehensive audit logs for all file activity, so administrators can track who sends which file to whom, when, and how. Kiteworks also enables granular access permissions to sensitive content, ensuring only authorized users have access to confidential information. This helps prevent unauthorized access and ensures data governance, as well as compliance with data governance policies and industry regulations.

To learn more about Kiteworks and how the Private Content Network helps state and local government agencies protect sensitive content whenever it’s shared, schedule a custom demo today.

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