For many businesses, file transfers and file sharing are standard practices. After all, cloud-based file sharing offers a streamlined, convenient way to disperse information throughout your organization and digitally collaborate. However, especially in the wake of COVID-19 and the positive response to remote working, many business owners are considering a permanent transition to distributed employment. This means that growing businesses need modern solutions.
With this in mind, your brand must leverage a secure file sharing or file transfer protocol. With data security being a primary concern for entrepreneurs and consumers alike, you need to ensure that you keep your sensitive data safe when you need it the most. No matter the type of file or its end destination, your file-sharing service should provide a robust toolkit to empower your brand. Here’s what you need to know about file transfers and secure file best practices.
Avoid plug-ins when possible.
The more plug-ins and external software solutions you have connected to your secure file platform, the more at-risk your documents might be. That’s because each plug-in has its unique flaws, risks, and security breach vulnerabilities that could impact your sensitive data. Plus, if you avoid plug-ins, you don’t have to download or maintain older software solutions. Common examples of external software bundles include watermarking tools, digital rights management (DRM), Q&A tools, and more. Certain file-sharing services require these permissions before you upload a single file.
Instead, look for a file-sharing platform that doesn’t require individual software downloads or external connections to work. Your chosen cloud service should enable business users to access documents from remote locations without downloading software clients or installers. Your platform should also allow you to access data in real time from a mobile device. This improves file access without bloating systems with unneeded software products.
Set advanced permissions.
When establishing a virtual data room or another file-sharing protocol, you must implement greater security than password protection. For instance, when you’re working with sensitive information, folders, and spreadsheets or you’re in an industry where it’s critical to maintain HIPAA compliance, you want to ensure that you can set access control permissions that limit who can read an online file, transfer files, and make edits.
You should be able to control who can share links, view documents, or make edits at any time and do so for as many business accounts and personal accounts as needed. It would help if you also incorporated two-factor authentication for online file access. This can provide a more secure way to ensure data protection than password protection alone.
Focus on robust end-to-end encryption.
If your file-sharing service doesn’t offer strong end-to-end encryption options, it can impact each file transfer and leave you susceptible to a data breach every time you share links or provide access to a public file. When you’re working with shared file information or trying to share data, you must find a service that won’t limit your encryption protections by file size or file type.
You want to ensure that your important files are protected against common security threats like data leakage, malware, and other digital attacks. In addition, your encryption prevents unauthorized third parties from accessing your secure documents, and you need more comprehensive solutions than entry-level cloud storage and file-sharing sites offer.
When you’re looking for ways to empower your brand’s growth with richer file-sharing tools without losing advanced security controls, you should take a step back and reevaluate your existing file management solution. Whether you’re in human resources or financial services, or you’re developing intellectual property, you should equip your business with the appropriate tools to ensure that you’re doing the most to secure your sensitive data.
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