Half of US government workers have sent unencrypted data through their personal e-mail accounts

09 July 2010

The need for secure file transfer has been highlighted by a report produced by Axway and Meritalk showing that over half of US government workers have sent unencrypted data through their personal e-mail accounts and two thirds use physical media to transfer government data.

Some key points from the report:

Federal agencies are leaving Federal data exposed on the wire:
• 71% of respondents are concerned with the current security of file transfers in the Federal government
• Yet 54% admit they do not currently monitor FTP usage

Feds use unsafe methods to transfer files:
• 66% use physical media (e.g., tapes, CDs, DVDs, USB drives, etc.)
• 60% use FTP
• 52% e-mail work files through personal e-mail accounts (e.g., Gmail, Yahoo, etc.)

To lock down information assets, agencies must secure management buy-in and educate employees:
• Currently, just 58% say employees are aware of secure file transfer policies
• Employees at agencies with top management support are more than twice as likely to follow these policies – 53% versus 12%

Axway has released an updated version of File Transfer Direct, which combines the ease of email with the vigorous security capabilities of Axway’s core managed file transfer (MFT) products. File Transfer Direct is the only ad hoc MFT solution that enables organizations to establish predefined rules to prevent loss of sensitive information like confidential intellectual property, customer data, employee records and financial information. Since it works in conjunction with users’ existing email systems, it enables them to send large files without having to use personal email accounts or physical media that circumvent security measures.

With the latest release of Axway’s ad hoc MFT solution, administrators can set governance policies requiring recipients to identify and authenticate themselves – via a user name and password or single sign-on – prior to downloading sensitive attachments. File Transfer Direct provides comprehensive audit trails for regulatory compliance, and speeds on-boarding for partner and customer communities with auto-enrollment and self-registration, while reducing associated costs.

“Approach the governance of file transfers as an ongoing program," recommends Thomas Skybakmoen, senior research analyst, Gartner, Inc. "All file transfers should undergo a continuous mapping to ensure that they are visible, governed and part of existing MFT solutions to enforce policy based on risk.”

The Knott Group manufactures components and braking systems for commercial and off-highway vehicles. As part of that effort, employees frequently need to send and receive large 3-dimensional computer-aided design (CAD) files. Limits on email attachment size and security regulations with military original equipment manufacturers (OEMs) compelled the Knott Group to implement Axway’s File Transfer Direct.

“Since Axway’s File Transfer Direct solution has been implemented, file transfer is so much easier for us to manage, and it is also easier for our customers," said Torsten Kynast, Head of IT, Knott Group. “Transferring large files with enhanced security rules often used to take two days using physical media and courier services. Now it is done in half an hour. It is an entirely worry-free procedure for everyone involved.”

By implementing Axway File Transfer Direct, organizations are able to:
* Protect data in transit – Secures the transport channel. Scans attachments for sensitive content and requires identification, authentication and authorization to access attachments. Generates a complete audit report for compliance, which provides in-depth information about recipient, attachment name and date/time of download.
* Increase productivity – Exchanges large data files/attachments (up to 50GB) using the email or browser interface, making it easier to send large files. Eliminates the need to turn to less secure methods, such as private email accounts, unsecure file transfer protocol (FTP), DVDs and USB flash drives.
* Reduce costs – Saves administrative overhead by enabling self-enrollment for fast on-boarding, as well as by automatically removing user accounts after defined periods of inactivity. Also reduces costs by shortening email backup and restore times, and reducing size of email traffic.
* Offload large email attachments – Reduces the size of email storage and alleviates pressure on email servers while ensuring corporate policies are enforced.
* Deploy via preferred model – File Transfer Direct supports multiple deployment options – on a hardened appliance, in the cloud or in a virtualized environment.

“Nearly everyone knows firsthand the frustrations involved with sending large files. The issue becomes more complex when you are dealing with highly confidential and sensitive data,” said Dave Bennett, chief technology officer for Axway. “End users need the tools to conduct their business interactions, while IT departments need to prevent data loss and protect the organization from risk. And once the data leaves the organization, you need control over how that information is disseminated to other individuals. The new version of File Transfer Direct addresses that concern with authentication that makes the data loss prevention (DLP) capabilities even stronger.”

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