5 Challenges You Face When Using the Wrong FTP Software

When it comes to selecting a file sharing or FTP software to support the transfer of critical business information, you have an important decision to make. It’s not about jumping on the option with the greatest hype. You have to think about crucial business factors like security, capability and ease of use.

Your file sharing process must ensure that the organization’s valuable data is protected while enabling employees to carry out their tasks in an efficient and productive manner. If you opt for the wrong software, you’re at risk of facing a number of issues and challenges, which could ultimately jeopardize the business at large.

Before you choose a new FTP software for your organization -- one that empowers you with productivity, profitability and scalability -- educate yourself on the following five complications associated with using the wrong solution. Then read A Comparison Guide of the Top 5 File Sharing Solutions to get more insight on how to make the best decision for your organization.

 1. Security Vulnerabilities 

First and foremost, you must be able to trust the FTP host you choose with your mission-critical business data. Yes, there are some features that you can expect to get from just about every provider, but when it comes to security, you don’t want to opt for a solution that doesn’t meet the highest standards. 

Many consumer-grade file sharing products lack the advanced security features necessary to protect your data in an age when ransomware attacks and cyber threats are so prevalent. Consider a service like Dropbox, for instance. With this option, you’re not afforded the capabilities to control every aspect of a user’s permissions down to the directory. If you can’t set permissions based on an individual’s particular role within the organization, you’re not set up to restrict information properly across the company -- which poses a significant security risk. When data gets into the wrong hands, the consequences are often severe.

Additionally, consumer-grade file sharing services render you powerless in terms of where your data is stored, especially public cloud-based solutions. In these cases, your sensitive business data could be physically located anywhere in the world. Because different countries have different rules regarding who can access data as well as how data facilities must be secured and monitored, this is a serious risk to your data privacy. If you’re not using a file sharing provider that is completely transparent about where your data is housed and how it is physically and digitally protected, you’ve got a real dilemma on your hands. 

There’s a variety of security features you should have to keep your valuable data safe at all times, but many FTP software solutions do not offer these. You’ve got the wrong solution if it doesn’t:  

• Maintain a system-wide IP blacklist that blocks all types of hacker activity
• Allow you to enable or disable each file transfer protocol
• Allow you to restrict access to your FTP server by country
• Provide user-level IP address and protocol restrictions to foster an even tighter level of security
• Enable you to prevent visibility of non-assigned folders, set upload, download and delete permissions and list directory permissions
• Use encryption to make sure that all files are properly protected whether uploaded or downloaded from the server
• Mitigate user error through a wide range of permissions, control options and other security features

2. Compliance Violations

Unfortunately, there are lots of consumer-grade file sharing solutions that are not developed with regulatory compliance in mind. Using a service like Sync, for instance, could automatically put you in violation of compliance guidelines like ITAR.

If you’re operating in an industry that requires strict adherence to certain compliance regulations, you don’t have to be told that any infractions can be detrimental to your organization.  

3. Inability to Access Necessary Users/Roles 

The right FTP software for your business should enable you to have multiple site administrators, as well as sub-site administrators in charge of teams of users. Otherwise, you’re not capable of delegating administration based on specific departments. To remain secure and compliant, your organization’s data should always be restricted to only those who need certain information for their roles.

Many FTP providers make it possible to create standard user accounts, but not all of them offer multiple site administrators and sub-site administrators. Requiring multiple administrators to share the same login credentials violates most compliance rules, like HIPAA access controls.

4. Lack of Branding and Customization

Not all FTP providers give you the option to brand your site with custom colors, domain name, SSL certificates and logo. Without these features, your FTP solution feels more like a third-party service instead of a natural, organic part of your business.

But these elements are important. They assist with integration and minimize the learning curve experienced by employees and customers as they get acquainted with a new service.

5. Insufficient Ease of Use

In order to remain competitive and stand out, many Web hosting providers offer as many features as possible. However, this often translates to a shallow depth of functionality for certain features or a lack of necessary user support. This is not a route you want to take. Consider some of the bugs and errors you could be facing without the proper support:

• FTP Timeout Issues
• 421 Home Directory Not Available Error
• Incorrect FTP Login Error
• Impossible to Connect to the Server Error
• Your bandwidth usage is restricted FTP Error

What’s more, the wrong solution may not deliver a wide range of friendly usability options. It’s important to determine whether the provider you’re considering has: 

• Multiple access methods for your FTP site so users can be productive from anywhere
• The ability to choose between multiple standard protocols like FTP, HTTPS, FTPS, FTPeS, SFTP and SCP
• Complete auditing and analytics to see a complete picture of your FTP site at all times, including actionable information needed to make the best decisions moving forward
• The functionality to automatically purge older files based on age range according to historical logs
• The ability to easily integrate with existing workflows and automate the transfer of large files, saving time and freeing up human resources to focus on bigger and more important tasks
• Automatic notifications sent to assigned people when necessary

As you can see, the wrong FTP software can leave you with a slew of challenges and repercussions for your organization. Fortunately, making the decision doesn’t have to be so difficult. Use A Comparison Guide of the Top 7 File Sharing Softwares to arm yourself with all of the most critical information and selection criteria, and opt for the solution that won’t leave you saddled with the issues presented above.