5 data exchange challenges in manufacturing and their solutions

The exchange of large and sensitive data with suppliers, customers, and other external recipients such as auditors or legal advisors is an integral part of the daily operations of manufacturing companies. However, with ever-growing data volumes and increasing IT security risks, the demands and challenges are also rising. Here are five common problems and how to solve them:

1. Compliance and certifications

Compliance and certification requirements are high in manufacturing companies and often impact the transfer of sensitive files and trade secrets. This is particularly challenging for companies lacking the resources to meet these demands. A solution is the use of secure cloud-based services that enable the safe transfer of sensitive information, reliable recipient authentication, and traceable documentation for audits. The solutions used should hold recognised certifications such as ISO 27001 or BSI C5 to independently verify their security.

2. Large data volumes

The secure exchange of CAD files, blueprints, and construction sketches is crucial in the manufacturing industry. However, these files often present two challenges: their sensitive nature, requiring protection, and their large size, making email sharing impractical. Storage media such as USBs or CDs are not viable alternatives as they fail to meet security standards, are easily lost, and pose significant risks if compromised. Modern and secure tools like FTAPI SecuMails ensure data security regardless of file size and are user-friendly, integrating seamlessly with Outlook. When secure solutions are absent, shadow IT emerges as the next issue.

3. Shadow IT

Shadow IT arises when employees use unauthorised tools or programmes for data exchange, jeopardising data security. Unencrypted tools are often chosen, risking data breaches and violations of regional data residency laws, especially if data leaves the EU. Addressing this requires clear policies to prevent unauthorised tool use, educating employees about associated risks, and providing secure, easy-to-use tools integrated into existing workflows. Automation of secure file exchanges, such as through FTAPI SecuFlows, can further streamline processes.

4. GDPR-compliant communication

The General Data Protection Regulation (GDPR) enforces strict guidelines for the handling of personal data. This is particularly relevant in HR departments where sensitive data like payslips, social security documents, or sick leave certificates are routinely communicated. Incoming data, such as from job applicants, must also be transmitted and stored in compliance with GDPR. Implementing end-to-end encryption ensures all data is encrypted before transmission, meeting regulatory requirements and safeguarding sensitive information.

5. FTP servers

FTP servers are often used for data exchange in manufacturing, but they no longer meet modern security standards. They are cumbersome, require manual data synchronisation, and are inefficient, especially for scalability. Unlike cloud solutions, FTP architecture is not designed to scale with growing demands. Transitioning to modern cloud-based platforms addresses these limitations while improving security and efficiency.

Conclusion

These five common data exchange challenges in the manufacturing industry can be addressed with specialised platforms for secure data transfer. By employing encryption, user management, and intuitive interfaces that integrate into existing systems, your company can significantly enhance data security.