Three benefits of large-capacity file transfer software that prioritizes ease of use

Large file transfer software,
Three benefits of prioritizing operability

There are many features required of file transfer software, such as large capacity, security, and high speed, but one that is often overlooked is ease of use. No matter how many functions a software has, if it is not easy for everyone to use, there is a risk of disadvantages such as reduced work efficiency and information leaks due to operating errors. In this article, we will introduce the benefits of prioritizing ease of use when selecting file transfer software.

1. Problems with file transfer software that are prone to human error

Information leaks are frequently reported in newspapers and on television news. One of the causes is human error, such as incorrect addressing or sending to the wrong address. According to the "2015 Information Security Incident Survey Report (Note)" published by the Japan Network Security Association, the top three causes of personal information leaks are as follows:

1. Lost/misplaced items: 243 cases (30.4%)
2. Misoperation 206 cases (25.8%)
3. Management errors: 144 cases (18.0%)

• Note: "2015 Information Security Incident Investigation Report (Published June 17, 2016)"

When we think of personal information leaks, we may think of newsworthy cases such as unauthorized access from outside, theft by insiders, or fraudulent activity. However, rather than these causes, the top three leaks are actually caused by simple mistakes.

The survey results did not mention the relationship with file transfer, but even with file transfer systems and software, if they are introduced with an emphasis on security and functionality, they tend to be difficult to operate, and it is quite possible that human errors such as incorrect operation and management errors will increase.

In particular, sophisticated file transfer systems and software may require specialized knowledge, such as FTP. Only certain employees within a company can use them, which can have the disadvantage of significantly reducing work efficiency due to the time spent waiting and checking.

The size of files exchanged within and outside the company is increasing every year. Demand for file transfer software is expected to continue to grow in the future. How can we prevent human error while maintaining operational efficiency during file transfer?

2. What you can do to resolve issues with file transfer software

When using file transfer software, the following methods can be considered to prevent operational errors that could lead to the leakage of personal information.

1. Increased confirmation during file transfer
   One of the major causes of human error is incomplete confirmation due to familiarity. Therefore, we make sure to thoroughly check the recipient, the contents of the file to be sent, etc. when sending. In some cases, we have two people check the file.
2. Thorough training of employees on file transfer software
   If only a select few employees with specialized knowledge are allowed to use it, human error is less likely to occur. However, this means that file transfer in emergencies or when needed, significantly reducing work efficiency. Regular and thorough training is necessary to ensure that everyone can use it correctly.

Thorough training and confirmation procedures will significantly reduce the number of mis-sent emails due to human error. However, this does not mean that it can be prevented 100%. Furthermore, training costs will increase, and the increased confirmation procedures may reduce work efficiency.

3. Three benefits of easy-to-use file transfer software

While education and confirmation are of course important, another solution is to consider implementing secure, easy-to-use file transfer software that anyone can use. Easy-to-use file transfer software offers three major benefits to companies:

1. Increased business efficiency
   file transfer systems and software that require complex operations require the use of dedicated personnel and a lot of confirmation work. file transfer software that is easy for anyone to use reduces the amount of back-and-forth communication and confirmation work required for requests, improving work efficiency.
2. Reduced education costs
   If file transfer software is easy to use for anyone, without requiring specialized knowledge, training costs can be significantly reduced.
3. Reduce the risk of information leakage
   Difficulty in using file transfer software and its dependency on individual users can lead to unnecessary human error. file transfer software that is simple to use can at least significantly reduce the risk of information leaks due to operational or management errors.

summary

At first glance, implementing a high-performance file transfer system or software that prioritizes security and functionality may seem like a safe option, but there are also disadvantages, such as reduced operational efficiency and increased training costs, due to the use of a difficult-to-use file transfer method, so it is not necessarily the best choice.

file transfer is now a daily routine for everyone. As the volume of files sent and received increases, the use of file transfer software will likely increase more than ever in the future. Choosing a software that prioritizes not only safety and functionality, but also ease of use that anyone can use will bring great benefits to your company.

File Sharing: A Beginner's Guide Column List

Related Content