From Email to Encrypted Exchange: Modernising How Teams Share Data

Attachments used to be the default. You wrote an email, you added a file, and you hoped the right person opened the right version. That habit still lingers, but the stakes have changed. Sensitive financial models, patient records, contracts, and design files travel across networks and devices every day. A good share of that activity now belongs in a purpose built, encrypted exchange, where traceability, control, and data minimisation are everyday settings, not afterthoughts.

Modern teams want speed and simplicity, yet leadership needs assurance that controls actually work. That is the line My MX Data lives on: a secure file sharing platform for business that focuses on controlled exchange between named users, not open links or permanent storage. Think of it as a safer handoff with guardrails, auditability, and a future facing security posture.

Why email and link sharing struggle for sensitive work

Quick reality check. Email and link based tools do a job, but they create blind spots that are hard to govern at scale.

• Version drift: Attachments multiply, recipients forward, and nobody is quite sure which copy is final.
• Uncontrolled access: Link sharing can widen reach beyond intention, increasing the chance of unauthorised access.
• Weak audit trails: Traditional tools rarely show a complete, time stamped record of who accessed what, and when.
• Oversharing by default: 12.8% of shared files are visible to an entire organisation, and 2.6% end up publicly accessible on the internet, according to independent analysis.

What encrypted exchange really means

Moving from email to a dedicated, encrypted exchange is not just an upgrade in confidentiality. It is a change in workflow. In My MX Data, files move between named users, security controls live with the asset, and the timeline of actions is preserved. You can set expiry dates, restrict downloads, and see a full audit trailA chronological, non editable log of events that captures actions on a file such as upload, view, download, and deletion. It supports accountability and evidence for internal review or regulators. without hunting through disparate systems.

For highly sensitive material, My MX Data applies a quantum secure patented methodology based on an ASR processAnonymise, Shard, Restore: data is anonymised, split into multiple parts, and later reassembled by authorised parties. This reduces the attack surface and helps future proof against advances in cryptanalysis.
Read our overview. This approach, alongside 256 bit AES at rest and in transit, facilitates alignment with frameworks such as GDPR, the UK Data Protection Act, and ISO 27001. It does not guarantee compliance, but it gives teams stronger controls, better evidence, and data sovereignty choices through regional storage selection.

Sources: 6sense, Varonis, and The Business Research Company.

Quick comparison, email, link sharing, and My MX Data

Here is a simplified view of how controls differ when teams share files daily.

Common questions about moving off email

A few questions come up in nearly every migration, from speed to oversight to compatibility.

Five practical steps to modernise your file exchange

Roll out a safer model with small moves that deliver quick wins.

Where My MX Data fits in your stack

Use Google Docs or Microsoft 365 for drafting and co editing. Use encrypted file sharing for business through My MX Data for the handoff, especially with external parties. This blended approach respects how people actually work while tightening control where it counts. It also helps reduce the sprawl that happens when teams juggle four or more different sharing tools.

For time sensitive projects, My MX Data offers ultrafast sharing for large files and version control, so recipients always see the latest copy. If you regularly hit email size limits, you might like our quick guide, Send Large Files Effortlessly. And if you want a deeper dive on security posture, see Robust Security Features and Collaborate with Confidence.

See how it looks in practice.

Signals the shift is overdue

Indicators from independent research point in the same direction. The market for secure file transfer is growing, with estimates around $2.5 billion in 2025 and multiple studies projecting steady growth to 2028 and beyond. Organisations commonly share with more than 800 external domains, and a notable slice of externally shared files contains sensitive data. Meanwhile, adoption of quantum resistantCryptographic techniques designed to resist attacks by quantum computers. Adoption in general tools remains low today, but early preparation limits long term exposure.
Latest measurement study strategies remains low, so future proofing your approach now can reduce tomorrow’s remediation costs.

If you work in a regulated environment, you may also want to explore sector pages such as file sharing for finance, law firms, or government. For broader context, browse the MX Blog or explore case studies.

Further reading: Dropbox vs My MX Data, WeTransfer vs My MX Data, EU Data Privacy Laws, and Remote Collaboration. If you need help, visit FAQ or Contact Us.