Using Accellion Secure (Large) File Transfer System

Transkript

1 Using Accellion Secure (Large) File Transfer System The essential features and functions explained and answers to the most frequently asked questions Vers. 1.7, Februar 2013 FOR EXTERNAL USERS

2 What is the Secure File Transfer system? Usages and Benefits The Secure File Transfer system is a platform which enables the transfer of very large data files and volumes between KPMG employees and external recipients, such as clients, via a secure network connection. The Secure File Transfer system fulfills the security requirements of KPMG and our clients for the electronic exchange of sensitive data. The Secure File Transfer system also offers additional benefits: Reduced risk of data loss and unintentional exposure of data to third parties by secure data transmission (rather than a portable data medium, for example) Transfer of large data files or folders far exceeding the current 15 MB limit via Secur possible A high degree of user friendliness due to the easy and intuitive handling of the system 1

3 Important Notes for Using Secure File Transfer System Registration is reguired of all participants for the initial usage. Once registered, the participant can both receive and send data. The initial usage for external participants is only possible via invitation by a KPMG participant. The maximum total data volume which can be transmitted is limited to 1TB. (Refers to the data volume across all participants at any given point in time.) Very large files exceeding 2GB are split by the system during transmission. The duration and speed of the data transmission depends on the network capability and workload. The transmission of a large data file during a period of heavy network workload can extend the transmission period beyond the usual time. Use of the Java File Sender Applet is highly recommended for data tranmissions exceeding 2GB. This requires that Java be activated on the recipient s computer as well. ( For help activating Java, please contact your company s IT Support team.) The Java File Sender Applet can be activated directly in the application by clicking the corresponding text in the send window. The benefit is that Java ensures that in case of an unexpected interruption during data transmission, upon restarting, the transfer will begin at the point of interruption, rather than at the beginning of the initial transmission. 2

4 Secure File Transfer: The Basic Steps The external participant must complete the initial registration process. Once completed the participant is able to receive and updload data to the Secure File Transfer platform be downloaded by a KPMG participant. The basic steps from registration to data tranmission are described in the slides which follow. (Initial use of the system by an external participant is only possible via invitation by a KPMG participant.) The data exchange encompasses the following basic steps: The data is uploaded to the Secure File Transfer platform. The external participant receives an invitation via to download the file(s). Upon acceptance of the the invitation the recipient is requested to enter a verification code. This verification code is sent to the KPMG sender and muss be communicated to the external recipient via telephone or fax. The verification code may not be transmitted via . The verification code is valid for a maximum 5 days (120 hrs.) After 5 days have expired a new verification code must be requested by the recipient and generated by the sender. 3

5 Secure File Transfer: Registration and Login (1) After receiving an invitation from a KPMG employee, the external participant must register to use the system for the first time. Once registered, the participant can now receive (download) and send (upload) data to the Secure File Transfer system. Click on the link that is included in the invitation to open the registration window. First time participants must register as a new user to access the system. To do so, the user must click on the button I don t have an account yet. New User Registration: First time users must register to use the system. To register the user must click on the button I don t have an account yet. Password Criteria: The user password must contain minimum 8 characters including: 1 numeral, 1 capital alphabet and 1 lower case alphabet. 4

6 Secure File Transfer: Registration and Login (2) The external participant is prompted to enter a verification code. The verification code is sent to the KPMG sender via and muss be transmitted to the external recipient by telephone or fax. The verification code may not be transmitted via . The verification code is valid for a maximum duration of 5 days (120 hours.) After 5 days the code expires and a new code must be requested and generated. Once registered, users may access the system by clicking on the following link and subsequently entering their user credentials (user name and password.) If the user has not accessed the system for 35 days or more, the registration process must be repeated. 5

7 Secure File Transfer: uploading and transmitting data (1) To enhance understanding of the instructions, please refer to the numbers 1to 4 on the graphic below. Once logged in, the external user may download data from the platform as well as send data directly to a KPMG recipient by using the functions of the Send File (1) tab. To upload data use the button Choose file (2) to select files from your hard drive, then click on Attach to load the file(s) onto the system. If you have previously transmitted a file via Secure File Transfer, you will find this file under the tab File Manager (3). For files (data) exceeding 2 GB it is strongly recommended that you use the Java applet (see Important Notes). Note: The tab Use regular upload is visible when the Java applet function is active. Correspondingly, the tab Use large file/folder applet is visible when the regular upload function is already active. 6

8 Secure File Transfer: uploading and transmitting data (2) To send files: Enter the recipient s KPMG address in the To field (4) and click on Send. If you wish, enter a text in the subject line (5). Select the file(s) that you wish to transmit (2), as previously described. You may enter a message in the message field. To format the text click on the buttons to select between Text only und Rich Text Formatting wählen (6). Once the selected files have been uploaded and the necessary details have been entered, click on Send to transmit the data. Click on Save now to save the data to be transmitted at a later time. Discard will irrevocably delete the entered data (7). 7

9 Secure File Transfer FAQ (1) Frequently Asked Questions about the usage of the Secure File Transfer System (FAQs): How do I reset my password? To reset your passwort as an external user, click on the Passwort vergessen? button of the log-in page. Enter the address with which you registered to the system. The Secure File Transfer system will generate a new password. For enhanced security, your reset request must be verified by your KPMG contact. Once you have informed your contact of the request, he or she will contact the KPMG internal Support Hotline to retrieve the new password, which will then be given to you via phone or fax. Once you have received your new password, please log in to the system and immediately. change the system generated password to one that you choose. What happens to data when the intended recipient does not download/ retrieve it from the system? Files loaded to the platform are available for a maximum access duration of 5 days (120 hours.) After 5 days, the files are automatically and irrevocably deleted from the system and if needed, must be resent.there is no warning or reminder function. How does the sender know thata recipient has downloaded/ retrieved the data sent to him/her? When a recipient downloads data, the sender is informiert via an automated message. 8

10 Secure File Transfer FAQ (2) Frequently Asked Questions about the usage of the Secure File Transfer System (FAQs): What determines the speed of the data transfer? Secure File Transfer enables you to transfer very large data volumes. The speed of the data transfer is impacted by multiple factors, for example the overall network traffic as well as the total volume of data being transferred simultaneously across all users of the system. The transfer of a large amount of data has been interrupted. When the transfer is attempted again, will it begin at the very beginning? If you have followed the recommended procedure using the Java applet, the next attempt to resend the same data will begin at the point of interruption (last data transferred), rather than the beginning of the transfer. It is possible for me to resend data that I have loaded to platform and already sent to a specific recipient? Is it possible to send or forward the data to a new recipient? Generally, you may resend data which you have already uploaded. 9

11 Secure File Transfer FAQ (3) Frequently Asked Questions about the usage of the Secure File Transfer System (FAQs): How is the data transfer and access to the data protected within the Secure File Transfer System? The data transfer occurs using an encryption processes via HTTPS. After transmission the data resides on the system platform, which is protected by a firewall and is also technically monitored. Access to the data is secured via a dual authentification process (system internal and external), as well as by required entry of the user account data (Username and Password). The downloaded file is unuseable or can not be opened. What must I do? There are several factors which can cause this file behavior, i.e. damage to the file during tranmission due to a transfer interruption. Please contact your KPMG business contact for assistance. How long does my user account information remain in the Secure File Transfer System? User account information remains in the Secure File Transfer System until you actively request them to be deleted or the account has been inactive (unused) for 35 consecutive days. Whom may I contact with my questions about using Secure File Transfer? You may use the integrated Online- Help page within the system or contact your KPMG business contact to get anwers and assistance in using Secure File Transfer. 10