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10 Attributes of a Secure File Transfer Solution for Pharmaceuticals and Life Sciences

by Patrick Spencer updated May 5, 2023 Secure File Transfer

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Pharmaceuticals and life sciences industries deal with highly sensitive content related to patients, clinical trials, research, and development, which requires utmost confidentiality and security. With data breaches being a constant threat to these industries, secure file transfer plays a vital role in ensuring the confidentiality and compliance with industry regulations. This blog post aims to provide an overview of the security risks associated with transferring sensitive content, best practices for secure file transfer, choosing the right secure file transfer solution, and implementing a secure file transfer solution in pharmaceuticals and life sciences industries.

Table of Contents

Understanding Security Risks in Pharmaceuticals and Life Sciences

The pharmaceuticals and life sciences industries heavily rely on the exchange of vast amounts of sensitive content among partners, researchers, regulatory agencies, and other stakeholders. This data includes research and development data, clinical trial data, regulatory filings, patient information, and intellectual property. Such content is highly valuable and confidential, making it a prime target for cybercriminals and nation-state actors. The recent pandemic and the subsequent development of vaccines demonstrate the importance of collaboration and exchange of sensitive content. The confidentiality and integrity of this data are critical to ensure the safety and efficacy of drugs and medical devices.

Regulatory compliance requirements further add to the security risks involved in transferring sensitive data. The Health Insurance Portability and Accountability Act (HIPAA), the General Data Protection Regulation (GDPR), and the Federal Information Security Modernization Act (FISMA) are just a few examples of the regulations that pharmaceuticals and life sciences companies must comply with when handling sensitive content.

Secure file transfer helps protect this sensitive information from unauthorized access, hacking, and data breaches. Additionally, unauthorized access, theft, or misuse of such data can lead to severe legal ramifications, damage to reputation, and financial loss.

Risks Involved in Non-secure File Transfers

Non-secure file transfer poses significant risks to the pharmaceuticals and life sciences industries. Here are some of the risks involved:

1. Data Breaches in File Transfers

Data breaches can lead to the theft or exposure of sensitive data, including research and development data, patient information, and proprietary formulas. These breaches can damage the reputation of the pharmaceutical companies and result in legal and financial consequences.

2. Regulatory Noncompliance of File Transfer

The pharmaceuticals and life sciences industries are heavily regulated, with various national and international regulations and standards in place. Non-secure file transfer can lead to noncompliance with these regulations, resulting in legal and financial consequences.

3. Intellectual Property Theft of File Transfer

Intellectual property theft is a significant risk in the pharmaceuticals and life sciences industries. Non-secure file transfer can result in the theft or exposure of proprietary formulas and research data, which can be used by competitors.

Choosing the Right Secure File Transfer Solution

A secure file transfer solution offers a secure platform for transferring sensitive information among stakeholders, including employees, partners, and clients. These solutions offer several benefits that can help reduce the risks associated with data transfer in various ways:

1. Improved Data Security of File Transfer

File transfer solutions offer industry-standard encryption and other security features that minimize the risks of cyberattacks, data breaches, and unauthorized access. With these solutions, users can share data with confidence, knowing that their sensitive data is protected from unauthorized access.

2. Enhanced Control Over Data Transfer

Secure file transfer solutions allow users to define and control how information is shared. Users can set permissions and restrictions, such as who can access the data, how it can be accessed, and for how long. This enhanced control mitigates the risk of unauthorized access and ensures that sensitive data is only shared with authorized parties.

3. Increased Collaboration and Productivity of File Transfer

Secure file transfer solutions offer a centralized platform that improves collaboration and productivity. With these solutions, employees can share data and work together in real time, from anywhere, leading to increased efficiency and faster decision-making. This reduces the risk of miscommunication and errors.

4. Compliance With Regulatory Requirements With File Transfer

The pharmaceutical and life sciences industries are tightly regulated, and companies must ensure compliance with various regulations such as HIPAA, GDPR, and others. With secure file transfer solutions, companies can ensure they meet regulatory requirements for data transfer, such as data access controls, encryption, and data retention policies.

Key Attributes of a Good Secure File Transfer Solution

Secure file transfer involves implementing various best practices, including securing content during transit and at rest, using access control mechanisms, and implementing user authentication. Best practices for securing data during transit include using encryption, securing data with firewalls and intrusion detection systems, using secure communication protocols, and monitoring data traffic. For content at rest, best practices include implementing data encryption, securing data with access controls, using monitoring and auditing tools, and implementing security policies to ensure compliance.

A good secure file transfer solution should offer several key attributes to ensure the safe and reliable transfer of sensitive data, including:

1. Encryption for File Transfer

The first and most critical attribute of a secure file transfer solution is end-to-end encryption. When content is shared between individuals or organizations, it is important to ensure that the data is encrypted throughout the entire transfer process. This means that data is converted into an unreadable format that can only be decrypted by the intended recipient. This ensures that even if the data is intercepted by hackers or cybercriminals, it remains unreadable.

2. Content Access Controls for File Transfer

The second attribute of a secure file transfer solution is content access controls. This involves implementing access controls that ensure only authorized individuals have access to sensitive content. An effective data access control system should include features such as user authentication, password protection, and multiple levels of authorization. This ensures that data is only accessed by individuals who are authorized to do so, reducing the risk of data breaches.

3. Audit Trail in File Transfer

The third attribute of a secure file transfer solution is an audit trail. An audit trail is a record of all events that occur during the transfer of files. This can include details such as who accessed the data, when the data was accessed, and what actions were taken. An effective audit trail helps businesses to monitor and track data activity, identify potential security breaches, and take corrective action if necessary.

4. Automatic Expiration in File Transfer

The fourth attribute of a secure file transfer solution is automatic expiration. This involves setting a time limit on how long files can be accessed or shared. This ensures that data is only accessible for a limited time, reducing the risk of data breaches occurring due to outdated or forgotten data access.

5. Collaboration Tools in File Transfer

The fifth attribute of a secure file transfer solution is collaboration tools. A secure file transfer solution should include tools that enable individuals and organizations to collaborate on projects securely. This can include features such as version control, commenting, and task management. Collaboration tools ensure that data is shared between individuals in a secure and organized manner.

6. Secure File Storage in File Transfer

The sixth attribute of a secure file transfer solution is secure file storage. A secure file transfer solution should include a secure storage system that is protected with end-to-end encryption. Data should be stored in servers that are located in secure data centers, and access to the servers should be restricted to authorized personnel only. This ensures that data is stored securely and reduces the risk of data breaches occurring due to physical theft or unauthorized access to the servers.

7. Mobile Access in File Transfer

The seventh attribute of a secure file sharing solution is mobile access. In today’s business environment, employees are increasingly working remotely using mobile devices. A secure file sharing solution should provide employees with the ability to securely access and share files from their mobile devices. This ensures that data remains secure, even when employees are working outside of the office.

8. User-friendly Interface in File Transfer

The eighth attribute of a secure file sharing solution is a user-friendly interface. A secure file sharing solution should be simple to use, with an intuitive interface that makes it easy for users to upload, download, and share files securely. This ensures that employees can use the solution effectively without the need for extensive training or technical expertise.

9. Compliance With Regulations in File Transfer

The ninth attribute of a secure file sharing solution is compliance with regulations. Businesses are subject to various regulations that govern how they handle sensitive data. A secure file sharing solution should comply with these regulations, such as HIPAA, GDPR, and the California Consumer Privacy Act (CCPA). The introduction of new state privacy regulations, such as the Colorado Privacy Act (CPA), the Connecticut Data Privacy Act (CTDPA), the Utah Consumer Privacy Act (UCPA), or the Virginia Consumer Data Protection Act (VCDPA), means that businesses operating in those states will need to comply with the specific requirements outlined in those regulations when handling sensitive content. Compliance with regulations ensures that businesses are not subject to fines or legal action due to noncompliance.

10. Technical Support for File Transfer

The tenth attribute of a secure file sharing solution is technical support. A secure file sharing solution should provide technical support to users to help ensure that they can use the solution effectively. Technical support should be available around the clock, with trained personnel who can assist users with any issues they may encounter.

Benefits of a Secure File Transfer

The pharmaceuticals and life sciences industries are some of the most heavily regulated industries in the world. These regulations are put in place to protect patients and ensure that the drugs and medical devices that are produced are safe and effective. However, with the increasing amount of data being produced in this industry, the risk of data breaches and cyberattacks is also increasing. This is why implementing a secure file transfer solution is crucial for companies in these industries.

One of the most significant benefits of implementing a secure file transfer solution is the improvement in content security and confidentiality. A secure file transfer solution ensures that all data is encrypted both at rest and in transit, which means that it cannot be intercepted by unauthorized parties. This reduces the risk of data leaks and ensures that confidential information, such as patient data or research findings, is protected.

Another key benefit of implementing a secure file transfer solution is that it helps companies comply with regulatory requirements. Many regulations, such as HIPAA or GDPR, require that companies take steps to protect patient data and ensure that data is transferred securely. Implementing a secure file transfer solution helps companies meet these requirements and avoid costly penalties.

By reducing the risk of data breaches and cyberattacks, implementing a secure file transfer solution can also save companies money. The cost of a data breach can be significant, both in terms of financial losses and damage to a company’s reputation. By implementing a secure file transfer solution, companies can reduce the risk of these costly incidents.

In addition to improving security and compliance, a secure file transfer solution can also streamline workflows and processes. By providing a simple and secure way to transfer files, companies can save time and increase productivity. This is especially important for industries that rely heavily on collaboration and the sharing of large amounts of data, such as the pharmaceuticals and life sciences industries.

Secure File Transfer With Kiteworks

Pharmaceuticals and life sciences companies must protect critical information from malicious cyberattacks, maintain compliance with data privacy regulations, and avoid potential legal and financial repercussions. The Kiteworks Private Content Network (PCN) offers a solution that enables these organizations to secure their file and email communications using a hardened virtual appliance. Communication channels include secure file transfer.

The Kiteworks PCN provides a centralized and automated governance, compliance, and security platform for handling confidential information, both within and outside the organization. By using a hardened virtual appliance, organizations can benefit from a dedicated, secure environment that is isolated from the rest of their IT infrastructure. This reduces the risk of data breaches and ensures that sensitive information is protected.

Kiteworks touts a number of compliance and certification processes, including FedRAMP Authorized for Moderate Level Impact, SOC 2, ISO 27001, 27017, and 27018, Infosec Registered Assessors Program (IRAP) assessed to PROTECTED level, and Cyber Essentials Plus. These certifications provide independent validation of the platform’s security and compliance capabilities, giving organizations confidence in its ability to protect their data.

Moreover, the Kiteworks PCN enables organizations to demonstrate adherence to various data privacy regulations. For example, the platform supports compliance with HIPAA, GDPR, Personal Information Protection and Electronic Documents Act (PIPEDA), Personal Data Protection Act (PDPA), CCPA, and other regulations.

Book a custom demo today to see the Kiteworks Private Content Network and its file transfer capabilities today.

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