5 Tips for Securely Share Files With Others

Sharing files with others is a must if you are a business owner who employs multiple individuals. The ability to share information quickly and efficiently can make a huge difference, and fortunately for businesses, there are now numerous file-sharing platforms and methods available. Having the ability to share files is important, but you must also have the ability to share them securely and not have to worry about hackers or third parties obtaining sensitive company information. If you regularly share files with others, here are five tips to ensure they are shared securely and safely.

1. Choose Secure Email and Cloud-Based Platforms

If you want to know how to share files securely, you must choose your platforms wisely. Look for certifications and security standards with measures that protect your infrastructure while still allowing you to easily collaborate and do business within your company. If you regularly send large, sensitive files and need to maintain privacy and discretion with your company’s information, the right platform grants you control over what is visible and what isn’t without sacrificing efficiency in your workflow. With secure file sharing platforms, you can even work with remote employees or clients and change access permissions after a project or transaction has concluded.

2. Employ Multiple Factors of Authentication

Data in transit is often not the only type of data targeted by hackers and infections. Many newer threats now take aim at servers, primarily because they hold the bulk of a business’s digital assets. Often, these threats appear legitimate, and they often use brute force to break into servers. An example of “brute force” includes attempting to guess a user’s password by utilizing a number of character combinations until a correct match is made. A significant number of these attacks use password-cracking tools capable of generating multiple passwords until a match is made.

Since such attacks are intended to crack passwords, employing multiple login methods (factors of authentication) can prevent them from working. Many of these additional factors of authentication require a user to complete multiple tasks or input various types of information to actually log in. Utilizing multiple factors of authentication can prevent hackers from accessing your server, even if they manage to acquire an actual password.

3. Make Sure Your File-Sharing Software Detects Viruses

The threat of viruses is immense in modern times. When a virus reaches a specific file, it can spread to other files or even an entire server, destroying countless pieces of data and sensitive information. Fortunately, many file-sharing software platforms now come with built-in anti-virus properties, ideal for businesses that share and distribute vast amounts of data. Before a user can download or view a file, the platform will perform a scan for any viruses and alert the user if one is present. Before choosing a file-sharing software platform, be sure it comes with antivirus properties.

4. Use Encryption Software

If you share large amounts of sensitive information regularly, you will undoubtedly want to ensure it is safe from unauthorized access. You can do this by utilizing encryption software, which employs algorithms that will render your data unreadable to anyone who does not have the proper unlock data or decryption key. Many types of businesses rely on this type of software to keep important information out of the hands of hackers and competitors.

Sharing files is necessary if you want to collaborate with others. If you want to try using encryption software, use a platform that provides zero-trust security at the file level. This type of software will occasionally monitor protocols to ensure they are met. If protocols are not met, access to certain files will be revoked.

5. Use Strong Passwords

As previously mentioned, there is hacking software capable of breaking passwords. An easy, yet highly effective way to keep your files safe is to use strong passwords. For many people, using the same password repeatedly can be an attractive prospect. Having only a few passwords to recall can make life easier in some ways, but it can also make your files easier to access. Avoid using common words or phrases, and be sure to avoid using the same password for multiple important files.

Safely Share Your Files With Others

By taking the steps listed above, you can safely share files of all types and sizes with your employees and clients. Your company cares about protecting its sensitive data, and you never want integral information to fall into the wrong hands. With just a bit of time and effort, you can ensure your company doesn’t fall victim to hackers and prying eyes.