7 best practices for secure file sharing
File sharing has become an essential part of everyday work in the digital age. Whether it's collaborating on projects, sending documents to clients or storing important data, exchanging information is an important part of the smooth running of a company.
However, while it's now very easy to share data, this also brings about significant risks, such as the potential for data leaks, unauthorized access to sensitive information, and cyberattacks.
In this article, we'll explore some of the best practices that all employees should adopt to make sure files are shared safely and consciously, protecting your company's confidential information.
1. Limit sharing
Before sharing any file, always make sure that it will only be shared with those who really need it. Don't distribute information widely within the company or to anyone who isn't directly involved in or needs to know about the project in order to reduce the chance of sensitive information being exposed to inappropriate audiences.
Use the "view only" function whenever possible so that recipients cannot edit or download the files. Set an expiration date for shared links, especially for those containing sensitive files.
2. Check before sharing
Before sending a file, make sure you're sharing it with the right person. Simple typos in email addresses can lead to sensitive information being sent to the wrong recipient, resulting in potential security breaches.
Make sure you're sending the file to the right person by carefully checking their email address or username before clicking “send.” Keep an eye out for files with suspicious extensions and make sure not to open or share files with unknown extensions, since they may contain malware.
3. Always use the tools suggested by the company
Always use the sharing tools that are recommended by the company. This helps to ensure that the proper security measures are in place and that files are being shared in compliance with internal cybersecurity policies.
4. Pay attention to security policies
It's also important to become familiar with the company's security policies regarding file sharing. With this in mind, always follow the guidelines and procedures established by the organization to ensure compliance and information security.
5. Avoid sharing data through unsecure means
Never share files using unsecure methods, such as your personal email, messaging apps, or social media. These platforms have not been designed to ensure data security and may expose sensitive information to unnecessary risk.
6. Use encryption and temporary links
Encryption is a powerful tool that makes files unreadable to anyone who doesn't have the corresponding decryption key, providing an additional layer of protection against unauthorized access. Whenever possible and recommended by the company, use encryption built into the file sharing software or links that expire after a specific period of time.
To make sure that extremely sensitive files are protected, try using additional encryption software. Check with the company's IT department for specific guidance on best practices for encryption.
7. Be careful when receiving files
A coworker shared a file with you, but through a non-recommended method. Do you think you should download it or not? Could it be a scam? Receiving files from unknown or untrusted sources could pose a security risk. Following these steps will help prevent any potential headaches:
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Check the source: Before opening any file received, make sure that the sender is trustworthy. Be wary of unknown or questionable sources.
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Look out for file extensions: Files with unusual extensions, such as .exe or .bat, may be indicative of malware. Avoid opening them.
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Antivirus scan: Perform a full scan before opening any file. This measure will help identify and neutralize any threat the file may contain.
By taking these simple precautions, you can not only protect your own device, but also the company's entire IT infrastructure. Always keep in mind the importance of digital surveillance and security in all your online activities!
