By Anabelle Shonen
10 Best Ways To Secure File Sharing In Your Business
With the advancement and globalization of technology, millions of people can share and receive files over the web daily. Businesses have also benefitted greatly from this progress as employers and employees can share data across the globe. However, with the risk of web viruses and hackers, security becomes a significant concern for file sharing, especially for enterprises.
Security is paramount in a business setting as employers and employees handle sensitive documents and information. As such, here are tips to ensure your files are encrypted and secure when they’re transferred through the net:
1. Get End-To-End Encryption
Use a service that offers clients end-to-end encryption. An encrypted file transfer means that the file is ‘locked’ or ‘secured’ using encryption algorithms, and the ‘key’ to open the said file is only shared between the file sender and recipient.
This means that no third-party app or person will have access to the encrypted file. You can send files securely, whether it’s through email, online fax service, or the cloud, with end-to-end encryption.
2. Configure Your Permission Settings
Always check your permission settings, as some apps and software allow public sharing by default. This means that anyone can have access to confidential business information. By reviewing your permission settings, you can change them to ensure that only specific people can see that file you’re sharing, and no third-party apps or sites will have access to them.
3. Audit Your Files
If a file is no longer in use or relevant, make sure to delete it and run audits on all your files to see who is accessing them. You can audit your file storage by navigating your settings bar in whichever app or website you’re using to share files.
You can also right-click on the file you want to share and select ‘properties.’ Here, you can navigate to the security tab and click ‘advanced.’ The auditing tab should be in these settings, and you’ll be able to audit your files.
4. Make Use Of The Cloud
You can quickly implement a cloud storage system, and business-focused cloud services offer security and peace of mind. To secure files in the cloud, be sure to read the service user agreement thoroughly and find out how your cloud service works.
You can also configure user entry by adjusting the settings. Additionally, make sure that any passwords you use to encrypt data on the cloud are solid passwords that aren’t easy to guess. For more security, make sure you also encrypt any sensitive data you store on the cloud or use an encrypted cloud service.
5. Invest In An Integrated System Instead Of A Separate Point Solution
A separate point solution usually only addresses one aspect of a task. So, a file-sharing separate point solution will only focus solely on file sharing. An integrated system, however, also focuses on other features such as email security, which can come in handy.
6. Use A VPN
A virtual private network (VPN) includes many security measures for protecting data. If you are working remotely outside of the office, a VPN can be sued to protect data files from being intercepted when using a public or insecure network.
Businesses can set up an office VPN that employees can use to share files in their virtual offices securely. This can be used in collaboration with an end-to-end encryption service, which adds another layer of security when sending sensitive information like invoices or contracts.
7. Utilize A Password Manager Tool
Strong passwords are essential when it comes to encrypting information. However, it can sometimes be hard to remember all the passwords you use, especially if you work remotely as well. Plus, you can’t use the same password for everything as that’s a major security risk.
By using a password manager tool, you can set and remember all your passwords. You can also automatically generate new, secure passwords and configure your shared settings and permissions for any shared passwords within the business.
8. Invest In A Two-Factor Or Multi-Factor Authentication Software Tool
Two-factor authentication, or 2-FA, is a tool that ensures your data remains protected. Users will have to verify their identity by other means to access information beyond just typing in a password.
A user will have to provide a unique code with their username and password before logging into a shared business network. A multi-factor authentication tool follows the same principle but has multiple authorization steps put in place before anyone can access the files.
9. Reduce Human Error
There are many ways to protect data on the internet, but the number one reason for data breaches still remains to be human error. These kinds of breaches arise from a person’s lack of awareness and training of what the best practices are to prevent any data breaches.
Businesses should prioritize training their staff in different ways to avoid data breaches. Cloud sharing is one of the more effective ways of sharing files at work, and it is important that any integrated file-sharing system in place matches the day-to-day requirements of the business.
10. Keep Your Business Systems Up To Date
Security threats are constantly evolving, and because of this, leading solution providers are constantly updating their programs and systems and release security updates regularly to counter any new security threats. Make sure you’re constantly upgrading all your business systems so that you’re equipped with the latest defense against security threats and any mishandling of sensitive information.
Conclusion
It’s a relief to know that there are software and different techniques are in place to make sure encrypted information is shared safely over the internet. Following these five tips can give you the peace of mind you need to know that no third-party apps or persons will have access to any sensitive information. These tips can empower the workforce to seamlessly and securely share files with each other and can eliminate potential security risks with the business.
About the Author
Anabelle Shonen
Anabelle Shonen is a technology enthusiast who loves to write about the latest tech developments. She runs a gaming start-up in Sandton, where she lives with her two dogs, Max and Roger.