MFT Solutions Overview

What an MFT Solution is and What it is Not

A Managed File Transfer (MFT) solution is most often defined as a secure and automated platform specifically developed to manage the processes of  transferring data between systems, users, and organizations. MFT also encrypts files and provides for tracking and auditing of file movement to help meet compliance requirements. Centralized management of MFT also helps organizations add control around the entire process, increasing efficiency and reducing risks around data exchanges.

File Transfer Methods Not Considered Managed File Transfer

File transfer options not defined as Managed File Transfer solutions are those that lack the robust security and automation functionality of full-fledged managed and centralized solutions — management.  For example:

• Email-based file transfers: Familiar and popular systems such as Outlook and Gmail lack encryption security, as well as detailed auditing, reporting, and automation. Plus, they often have size or file-type limitations and can be subject to unauthorized access or even interception in transit.

  For ad hoc file transfers, some full-fledged MFT solutions offer secure       email functionality, where messages and files are sent as secure
  "packages.” Recipients get an email with a unique link to download the message and files through a secure HTTPS connection. This is a user
  friendly alternative to regular email since there are no file size or file-      type restrictions.

• FTP (File Transfer Protocol): Yes, FTP will get most files where they need to go from one system to another over a network. However, FTP is not secure, nor is it managed or offer centralization. FTP lacks encryption, automation, and does not meet compliance requirements for auditing and reporting.

  Without encryption, FTP transfers data in plaintext (usernames and passwords, as well as data), so it is vulnerable to interception or misuse. In addition, FTP requires two ports be opened for transfers, adding additional risk.

  FTPS, which is FTP with SSL/TLS encryption, is a better choice securitywise. Not only is data encrypted, but login and authentication credentials are as well. FTPS can also operate with singular ports – either port 990 for implicit FTPS or port 21 for explicit FTPS.

• Basic Cloud Storage Services: While popular and familiar services such as Dropbox and Google Drive can provide cloud storage and file sharing, they lack security and automation functionality. In addition, they can’t meet compliance requirements for audit trails or centralized management.

  Robust MFT solutions, however, offer the automation, encryption, and ability to streamline the transfer process in public, private, or hybrid cloud environments as they support popular transfer and encryption protocols such as SFTP, FTPS, FTP, SCP, AS2, HTTPS, Open PGP, and ZIP with AES encryption.

• Peer-to-Peer, Ad-Hoc, and HTTP File Transfers: Peer-to-peer tools are decentralized, do not offer control, and most security features are not enforced or tracked. 

  Ad-hoc services which let users send files without the need to create a workflow are strictly designed for one-time use without enterprise-level features such as security or tracking, and while HTTPS can encrypt file transfers, data is not encrypted at rest, and there is no auditing or automated workflows to handle the multi-step transfer processes.

What Defines an MFT Solution?

To be considered a Managed File Transfer solution versus a simple point-to-point file delivery system, the software or service needs to include three main aspects around how it exchanges files or data between users or systems across networks: automation, management, and monitoring.

Coupling these three distinctions with enterprise-level security and control helps organizations address compliance requirements for sensitive data. A robust MFT solution also displays these vital characteristics:

• Security: MFT uses strong encryption, along with user access controls, authentication, and digital signatures for file protection.
• Automation: Organizations using MFT benefit from a lower risk of human error when repetitive manual tasks are replaced with automation functionality for file transfers. MFT workflows or projects, or event triggers can streamline what can often be cumbersome processes around data exchanges.
• Compliance: Regulated industries such as banking, finance, healthcare and technology need to meet standards such as HIPAA, GDPR, PCI DSS and more to ensure that data is handled securely. MFT encryption and other security features such as access controls and authentication measures help organizations avoid sanctions and fines for non-compliance.
• Monitoring and Tracking: A comprehensive MFT solution includes provisions for logging and auditing all file movements, including the success/failure of file transfers, as well as any errors encountered.
• Scalability: Enterprise-level MFT solutions help businesses expand their file transfer capabilities as they grow. This flexibility includes the ability to integrate with other key business systems, APIs, and platforms for additional automation and functionality.
• User-Focused: A web-based dashboard allows admins to establish the control and management of workflows and file transfers, including user access and permissions.
• Reliability: True MFT solutions offer features like integrity checks to help ensure transfers occurred without data corruption. This also includes benefits like auto-retries and error handling.
• Protocol Support: MFT can support a variety of secure and widely used file transfer protocols, including SFTP, HTTPS, FTPS, AS2 and others.

What Are the Types of MFT Solution Environments?

Now that MFT has been defined as a solution that is secure and efficient for transferring data, let’s look at options for MFT. Leading MFT solutions such as GoAnywhere MFT, offer organizations multiple options for deployment: on-premises, cloud-based and MFTaaS.

1). On-Premises: This software solution is installed within an organization’s infrastructure on its physical servers. The benefit of installing an on-premises solution is that costs are typically fixed, and control and security policies fall entirely within the individual organization.

Potential downsides to an on-premises solution are higher upfront costs and the need for IT resources for maintenance and management.

2). Cloud-based MFT Solutions

Cloud-based MFT solutions are hosted and maintained by a service provider, eliminating the need for on-premises infrastructure. Users access the system via the internet, and the provider handles updates, patches, and maintenance. Benefits of a cloud environment include lower upfront costs as most cloud services are pay-as-you-go. Cloud MFT is also easier to scale up as needed as there are no hardware investments.

Potential downsides are the reliance on internet connectivity and need to be thoroughly aware of the service provider’s data storage practices to avert any data privacy or security concerns.

3). Hybrid MFT: This can be a best-of-both-worlds for many organizations. Sensitive data can be retained on-site, while other less-critical data can be transferred via the cloud for scalability and flexibility. Large-scale transfers can also see better performance as the workload can be split between the cloud and on-premises solution.

Downsides of this arrangement include the need for security measures to cover both environments, which can add more complexity to managing the two systems.

4). Managed Services (MFT as a Service): Organizations can also outsource their MFT solution to third-party service providers. These providers manage the entire infrastructure of file transfer processes with a service-level agreement (SLA) outlining performance, support and critical uptime. All security, compliance and updates are handled by the provider and there is no need to maintain internal infrastructure.

Potential downsides for some organizations are the lack of control over data privacy and lack of flexibility compared to an on-premises solution.

 MFT is the Choice for Organizations Concerned About Data Security

Organizations have plenty of choices when it comes to getting business-critical and sensitive information where it needs to be. Choosing an MFT solution helps ensure that data remains secure, intact, and movements around it are visible and controlled.