Beyond Passwords: The Pros and Cons of Multi-Factor Authentication in a Post-Pandemic World

Passwords have had a long run. Then remote and hybrid work scaled at speed, identity attacks multiplied, and one truth became impossible to ignore: single factors are fragile. Multi factor authentication is an obvious upgrade, yet it is not a silver bullet. It shifts the balance towards the defender, but it also introduces fresh trade offs, costs, and human behaviours to manage. For organisations exchanging sensitive data across borders and partners, that nuance matters.

In this article, we examine the bright spots and the blind spots of MFA in a world where file exchange is constant and distributed. We also show how named user controls, zero trustZero trust is a security model that treats every user and device as untrusted, verifying explicitly for each access attempt. policies, and auditable exchange can anchor MFA in practical reality. This is where My MX Data focuses: secure business file sharing, end to end audit trails, configurable access, and a quantum secure patented methodologyMy MX Data’s methodology follows an Anonymise, Shard, Restore approach, designed to resist future cryptographic threats associated with quantum computing. that helps future proof sensitive handoffs.

The post pandemic identity problem, simplified

Remote work expanded the attack surface. Stolen credentials, push fatigue, and session hijacking became everyday realities. Costs rose sharply, with the average data breach reaching 4.88 million US dollars in 2024, a ten percent rise year on year source. Add the fact that employees store an average of 2,037 files in the cloud and that 9.2 percent of externally shared documents contain sensitive information, and MFA moves from optional to expected source, source. Even so, deployment quality decides whether MFA helps or hurts.

What MFA actually solves

MFA makes a single stolen secret less useful. Phishing is blunted, password spraying gets harder, and lateral movement slows down. When you combine MFA with named user sharing and fine grained permissions, risky link based flows become traceable and less attractive to attackers.

Pros and cons of MFA, at a glance

Short version: MFA boosts security, but introduces new frictions. Aim for strong factors, minimal fatigue, and clear recovery.

• Clear upside: Stronger defence against credential theft, especially when using phishing resistantPhishing resistant factors cannot be replayed or proxied easily, for example FIDO2 security keys or passkeys bound to the device. factors such as security keys or passkeys.
• Auditability: More signals for investigation and more precise access logs when combined with per user file exchange trails.
• User impact: Potential push fatigue and lockouts if prompts are too frequent or recovery is unclear.
• Operational load: Device issuance, support, and policy tuning can stretch IT teams without automation.
• Edge cases: Legacy systems, air gapped work, and shared devices complicate factor choices.

Why MFA matters more in file exchange

File sharing traffic has exploded. About 39 percent of business data uploaded to the cloud is for file sharing, and the average company shares with more than 800 external domains source, source. That is a sprawling trust graph. MFA narrows access, but visibility and control still decide outcomes. This is why My MX Data emphasises named user access and end to end audit trails, rather than open link sharing.

Where My MX Data fits

My MX Data is a secure file sharing platform for business that focuses on controlled exchange, not open document editing. It offers configurable MFA support, version control, and precise end to end encrypted file sharing with full audit trails. The platform’s ASR modelAnonymise, Shard, Restore: a process that separates data into anonymised shards for storage, then restores on authorised access, supporting quantum aware defence. is a quantum secure patented methodology that helps organisations prepare for tomorrow, while supporting today’s controls.

Choosing the factor that fits

Different MFA methods bring different trade offs. Pick according to threat model, workforce, and partner ecosystem.

Short answers to big MFA questions

Some frequent debates come up in every rollout. Here are crisp, practical responses.

A five step MFA playbook for file exchange

Use this to cut risk without overwhelming users.

How My MX Data brings MFA into daily work

Security only works if people can actually work. My MX Data is built for B2B secure file exchange, not public links. You share with named recipients, set expiry windows, and apply download restrictions. Every action is logged, which means investigations are faster and controls are demonstrable. For regulated industries, these features facilitate compliance journeys without claiming to guarantee them. Explore the full list of platform features.

The platform uses 256 bit AES encryption, plus a quantum secure patented methodology via Anonymise, Shard, Restore. That combination is designed to help defend against evolving threats while keeping secure data storage and transfer fast for large files. If your organisation must send encrypted files at speed, see our guide to accelerating secure transfers and our deep dive on quantum aware defence.

Curious how this feels in practice for small teams and large enterprises alike. Try the platform with a free seven day trial, or compare Google Drive vs My MX Data and WeTransfer vs My MX Data. For industry specifics, see finance, legal, and corporate pages.