As the internet expands its use and availability, it also brings a range of new threats. Business today needs to share large files digitally, which presents a security risk if they don’t do it securely. Some companies, however, don’t fully comprehend the gravity of the situation and the fragility of the internet.
According to statistics, over 22 billion records were exposed globally due to data breaches in 2022. Therefore, providing a framework for sharing files securely is vital. Listed below are seven methods for achieving this. But first, let’s determine its significance.
Why Share Files Securely?
Suppose you have a client urgently looking for your results but is based miles away. Presently, going digital is a great option. Fortunately, you can now share files with the utmost confidence with Windows Hello for business, an enterprise-friendly sign-in solution. You can accomplish this by using file-sharing services that integrate with it.
Therefore, employees can collaborate more effectively at the office, from home, or another offsite location using a secure file-sharing platform as long as only authorized users can access sensitive information. Since there are so many ways to share files, everyone has access to all the data and information in one place, making it easy to find what they need.
7 Effective Ways To Share Files Securely
Here’re seven ways to share your files securely:
Using an Integrated File Sharing Application
Integrated File Sharing Applications provide users with a central platform for sharing and collaborating on files. The software integrates with cloud storage and network drives and provides features such as access controls, version history, and notifications.
Users can share files securely with colleagues and external partners using an integrated file-sharing application while keeping them organized and updated. Using these applications like Dropbox or Google Drive improves efficiency, streamlines workflows, and ensures everyone can access the latest information in business settings.
Using Peer-To-Peer (P2P) Networks
You don’t need a central file hosting server to use this method. Smaller operations can benefit from this solution. If necessary, you can connect your hardware and software to share files and documents. Transferring files from one computer to another with a different server is possible.
Peer-to-peer technology allows users to send different media types through social media messaging. A P2P network allows a group of people to share files securely. Even though it’s secure, it’s not the best method for collaboration since it tends to be slow.
Avoid Sharing Files Through Email
Aside from lost files, email scamming is becoming increasingly prevalent. Emails are one place hackers look for sensitive information about their victims. In the age of weak passwords, cybercriminals easily hack emails daily. Further, they exploit their ignorance by phishing emails that disguise infected links as files.
Encourage your employees not to send or receive files via email to prevent your organization from falling victim to this scam. Instead, a file-sharing system that only internal team members can access would be a better alternative.
Limit the Use of USBs
It would help if you prohibited USBs from being used on your network to protect sensitive data and work files. It is because USBs and flash drive quickly transfer information, files, and data.
It is also vital to prohibit USBs in your organization to prevent the spread of viruses and corrupt files. It’s impossible to know where those devices were and what they contracted. Using a virus-infected USB can destroy your data without any chance of recovering it.
Create Strong Passwords
Hackers most commonly access victims’ accounts or networks through weak passwords. They do this by either brute-forcing or guessing passwords. Password security should be an integral part of your cybersecurity culture.
Strong passwords are essential for your team members. You could also use a passphrase rather than a date, number, or event. Managing your team’s passwords with a password management application can simplify your life.
Take Advantage of VPNs
With the increase in flexible working, employees have no office restrictions. However, they increasingly use insecure public networks when working from public places. It is impossible to direct where your remote workers will work, but you can educate them about the importance of using a VPN.
With a VPN, you can transfer data securely over the internet. As a result, hackers are unable to access shared information. VPNs are also helpful in sending large videos and other files. When you use it, you can disguise the file size from your ISP, enabling you to send files securely.
Secure File-Sharing Training for your Team
When schedules are hectic and deadlines are pressing, it can be easy to overlook safe file-sharing practices. Mistakes of this kind can, however, be costly. So, it would be best to educate your team about secure file sharing to prevent such incidents.
They must understand that serious risks are involved if they take the information seriously. If your organization handles sensitive data, you should classify it and explain what level of security it needs.
Conclusion
A secure sharing platform is best if you don’t want everyone to access your files. Although most solutions work with a web browser, you should check cross-platform support for peer-to-peer file transfers. Choosing a file-sharing service that allows convenient access to files and allows you to control access is crucial. With the above ways, you can now explore additional features to determine if you need them.