Secure data room or encrypted e-mail? Here are the benefits and differences

Secure data transfer is critical for businesses. Growing threats in the digital space make the exchange of data and documents more challenging. Whether it's confidential customer information, internal reports, or large files – the security of transmitted data is of the utmost importance.

There are two common methods for digital data exchange: encrypted emails and secure data rooms. Both have their own advantages and use cases. Many businesses still rely on email, even though there are more efficient alternatives. In this blog post, we'll explain how to find the right solution for your needs.

Encrypted e-mails: direct and confidential

Emails have become an integral part of daily business operations. Direct sending is quick, easy, and – with encryption – confidential. Modern encryption technologies such as S-MIME/PGP protect your messages and make them practical for everyday use.

Advantages:

• Direct Communication: Encrypted emails allow for direct and confidential exchange between the sender and recipient. They are ideal for sharing sensitive information in small data volumes.

• Easy Handling: With the right software, sending encrypted emails is just as simple as sending regular emails.

• Traceability: Features like read receipts and delivery reports increase security and transparency.

Use cases:

• Confidential communication, e.g., between lawyers and clients.

• Sending documents with low data volume, such as contract texts.

• FTAPI SecuMails: Ad-hoc sending of sensitive documents of any size, optionally with end-to-end encryption.

Secure data rooms: central and scalable

With the increasing use of cloud solutions, digital data rooms have become an extension of local storage. They enable central storage, sharing, and editing of documents via a web browser.

Advantages:

• Large Data Volumes: Secure data rooms are ideal for exchanging and storing large data volumes. There are no limitations on file size or quantity.

• Access Control: Detailed access rights provide precise control over who can view and edit specific data.

• Central Management: Documents can be centrally stored, managed, and collaboratively edited.

Use cases:

• Projects where multiple people collaborate, e.g., construction or research projects.

• Sharing large files such as CAD designs or videos.

• Long-term storage and archiving of documents.

• FTAPI SecuRooms: Suitable for highly sensitive data, which is subject to strict regulations such as GDPR or industry-specific compliance requirements.

FTAPI: secure and user-friendly data transfer

FTAPI is your platform for securely sending emails and managing sensitive documents in data rooms. It allows you to combine the strengths of both approaches and collaborate in compliance with regulations.

FTAPI SecuMails enable easy and secure sending of encrypted emails directly from Outlook. The encryption is automatically handled through the SecuPass technology: You don't need to manage the keys yourself.

FTAPI SecuRooms provide a user-friendly platform for storing and securely sharing sensitive documents. With granular access rights and end-to-end encryption, FTAPI ensures maximum security. Additionally, the solutions are quick to set up and integrate into existing IT systems, making management easier for you.

Advantages of FTAPI:

• User-friendliness: Intuitive operation and seamless integration into existing systems.

• Security: End-to-end encryption, two-factor authentication, and other security features.

• Flexibility: API interfaces for integration and automation of workflows.

• Support: Extensive training and customer support, with continuous individual assistance.

With FTAPI, you can make secure email sending, as well as the management and exchange of large data volumes, simple and efficient. The SecuPass technology also ensures that you work securely and in compliance across the entire FTAPI platform.