Comply with Secure File Transfer Mandates

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What do you mean by compliance?

In data management and protection most of the attention is given to regulatory compliance. Laws like the Health Insurance Portability and Accountability Act (HIPAA), Gramm-Leach-Bliley Act (GLBA), and the General Data Protection Regulation (GDPR) are the focus because they come with stiff penalties when failure to comply leads to a data breach.

Often there are also industry standards like the Payment Card Industry Digital Security Standard (PCI DSS), security standards and frameworks established by bodies like the International Organization for Standardization (ISO) and the National Institute of Standards and Technology (NIST), or business-specific standards like JPMorgan Managed File Transfer Services, CitiConnect, and other business-to-business security specifications that, if not followed, can cost your organization in terms of lost business opportunity.

Challenges of HIPAA Compliance

Challenges Associated with File Transfer Mandate Non-Compliance:

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Data breaches and steep fines resulting from a failure to comply with regulatory mandates

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Lost business opportunities by failure to comply with standards set by market-making organizations

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Increased risk of a security incident because of supply chain vulnerabilities, poor digital hygiene, human error

Benefits of Compliance with File Transfer Mandates:

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Greater reliability and stronger brand reputation related to secure business practices

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Increased business opportunities because operations conform to standards set by market makers

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Avoidance of fines and penalties established by authorities under state, national, and international law

MFT Solution Success

Using Diplomat MFT to Meet Secure File Transfer Mandates

Diplomat MFT features support for secure protocols like SFTP, process automations for PGP encryption management, data capture and archiving for auditability to prove compliance. Diplomat MFT also supports multi-factor authentication, role-based privileging, and is compatible with time-based one-time password (TOTP) applications. And because Diplomat MFT is secure-by-design, and with key functions configured to occur behind the firewall, you can have confidence in operational security.

Finally, Diplomat MFT is no-code, easy to install and operate, with virtually unlimited concurrent job scheduling and enterprise-grade file capacity to meet all your file transfer needs. And its ease-of-operation means you can establish a secure file transfer process that exceeds requirements for regulatory and business standard compliance.

With Diplomat MFT it is easy to follow the eight steps required to comply with secure file transfer mandates, including:

8 Steps to compliance

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1. Create a secure configuration:

Secure file transfer typically includes moving files outside your firewall. Encrypted files are secure on an FTP server outside your firewall, but your managed file transfer (MFT) software processing those files should sit securely inside your firewall.

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2. Control access:

Control access by limiting which users can set up and execute file transfers. Set up access controls to encrypt access data (e.g., passwords and passphrases), use multi-factor authentication to mitigate risk of improper access, set role-based privileges to limit access on a need-to-know basis, and automate the termination of inactive sessions. Then, track all user activity by capturing data each time file transfer set-up data is changed

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3. Automate secure file transfers:

Automate secure file transfers to reduce errors and limit access to sensitive information. Running jobs automatically means that users do not need access to sensitive information, such as usernames, passwords, and passphrases.

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4. Automate encryption and use secure protocols :

Automate the encryption of all files before they are transferred. Secure transmission protocols only protect data in transit and unencrypted files are vulnerable while at rest on a server in the DMZ. Use secure protocols to protect logon data and add extra protection to encrypted files. Without secure transmission protocols files can be captured intact during transit.

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5. Sign and verify files:

Sign and verify files to ensure integrity and non-repudiation. Verifying signatures on every file ensures files have not been altered during transit and confirms the identity of the sender. In other words, the decrypted file is safe to be processed.

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6. Archive encrypted files:

Encrypt data files with your own master key before archiving. Encrypting archival copies of files with your own master key before storing in a secure location creates a repository of secure files that are safe and meet your business needs.

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7. Capture audit data:

Capture audit data to demonstrate regulatory and internal audit compliance. You can demonstrate regulatory compliance or confirm to a business partner the encryption key and destination location used by a specific file transfer job.

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8. Monitor file transfers:

Monitor file transfer jobs to rapidly identify potential security risks. If a security breach occurs, you need visibility of the specific file transfer jobs affected and the ability to suspend them until the security breach has been corrected.

If you have questions, please reach out to schedule a discussion and quick demonstration of Diplomat MFT. Or you can take Diplomat MFT for a free 15-day test drive with no obligations.

Diplomat MFT works with just about every other business software and service available.

For more information about how Diplomat MFT can automate the processes and improve the security of transferring files to and from other products, click here. And if you don’t see your favorite software listed, just ask.

What our customers say: “Diplomat MFT integrated easily with our ERP system and conformed to the file transfer standards of our bank. It also supports more than 150 other tech integrations, really increasing its value proposition for us.”

IT Manager

June 2024

Customer Testimonial

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FREQUENTLY ASKED QUESTIONS

What is HIPAA?

The Health Insurance Portability and Accountability Act (HIPAA) of 1996 is a regulation that protects patient safety by requiring that healthcare and other organizations that handle sensitive medical data adopt certain security practices. Those practices include techniques for managing, storing, and transferring protected health information (PHI) and include the use of data encryption.

What is GDPR?

The General Data Protection Regulation (GDPR) is an omnibus data protection and privacy law adopted by the European Union in 2018. GDPR sets strict standards for data security and management practices and levies stiff penalties for violators. And although it is a Eurpean law, it applies to non-European organizations operating in Europe or collecting data about European citizens. The UK adopted a similar law (UK GDPR) after breaking from the European Union.

What is GLBA?

According to the U.S. Federal Trade Commission, the Gramm-Leach-Bliley Act (GLBA) is a law that “requires financial institutions – companies that offer consumers financial products or services like loans, financial or investment advice, or insurance – to explain their information-sharing practices to their customers and to safeguard sensitive data.’

What is PCI DSS?

The Payment Card Industry Digital Security Standards (PCI DSS) are a set of industry standards adopted by the Payment Card Industry Standards Council to “protect payment data throughout the payment lifecycle.”

What is NIST?

The National Institute of Standards and Technology (NIST) is an organization operating under the U.S. Department of Commerce. It describes its mission as promoting “U.S. innovation and industrial competitiveness by advancing measurement science, standards, and technology in ways that enhance economic security and improve our quality of life.”

What is ISO?

According to its own website, “ISO, the International Organization for Standardization, brings global experts together to agree on the best way of doing things – for anything from making a product to managing a process. As one of the oldest non-governmental international organizations, ISO has enabled trade and cooperation between people and companies the world over since 1946. The International Standards published by ISO serve to make lives easier, safer and better.”

WHAT OUR CUSTOMERS SAY

G2 is the largest and most trusted software marketplace. More than 90 million people annually—including employees at all Fortune 500 companies—use G2 to make smarter software decisions based on authentic peer reviews.

Scott J.

Senior Application Engineer

Diplomat MFT has been a powerful workhorse for all of our enterprise file exchange for many years. No other enterprise application we use comes with the same level of support we receive from Coviant.

Adah B.

Senior Programmer Analyst

Extremely robust platform for managing our enterprise file transactions. Every upgrade provides us with additional useful tools to streamline our business processes.

Stephen H.

IT BI Analyst SE

I find the sftp file transfers to be the most helpful tool of Diplomat MFT. No need for programming, the interface is customized already and users only need to fill in the boxes.

Eric D.

Director of Information Technology

The support is fantastic. I had to contact them on a few occasions – as it turns out, not for issues with Diplomat MFT but issues with one of the FTP partners. Coviant support stuck with me and went above and beyond to troubleshoot and figure out the issue.

Jeff M.

IT Software Application Director

The interface and GUI are very straightforward. The options are simple and labeled so anyone can understand how to set up and configure. The ability to test something without actually sending something is also beneficial.

Dave L.

Manager of Information & Technology

Diplomat MFT is a solid data transfer product, its easy to set up, and easy to use. I like the way the transaction builder is laid out. It’s so easy to understand what values it wants.

Igor V.

IT Manager

I implemented Diplomat Manager File transfer as a way to enable SFTP communications with business partners. It was a year ago. I did not know anything about Diplomat MFT. However, a very knowledgeable colleague suggested I try it as a lot of his customers are using this software. I like the simplicity of setup, excellent reporting capabilities.

Mukesh C.

Head of IT

We love the seamless user experience, streamlining diplomatic tasks and enhancing efficiency. Diplomat Managed File Transfer is generally praised for its secure and efficient file transfer capabilities, user-friendly interface, and robust features that cater to the needs of businesses requiring reliable data exchange.

Mark K.

IT Administrator (Civic & Social Organization)

Diplomat MFT is excellent at automating SFTP and PGP and comes at a great price! Diplomat MFT is easy to learn and quite powerful in setting up automated file transfer workflows. But it is not complex at all. And the price cannot be beat! We do not have a lot of transfer jobs, but they are very important to our business and I trust Diplomat MFT to get the job done right.