How can corporate files be shared securely?

Malware and Ransomware:

Files that are shared without proper encryption can become easy targets for malware and ransomware. Malware can infiltrate the company’s computer system, compromising both its data integrity and overall performance. On the other hand, ransomware can encrypt files, demanding payment of ransom for the user to regain access to them, causing both financial and operational losses.

Phishing and Social Engineering:

The improper sharing of information also heightens the risk of phishing and social engineering attacks. Malicious emails or links may be used to mislead employees and gain unauthorized access to confidential systems or information, while social engineering takes advantage of users' trust to gain improper access to sensitive data.

Unauthorized access and data leakage:

Files that are improperly shared could potentially lead to unauthorized access by malicious users. This could result in sensitive data being leaked, such as financial information, customer data and intellectual property, putting the company's confidentiality and reputation at risk.

Corporate espionage and targeted attacks:

Companies that share strategic information in an unsecure way are vulnerable to corporate espionage and targeted attacks. Competitors or malicious agents can monitor file sharing to gain insights into business strategies, product plans, and other sensitive data, impacting both the competitiveness and security of the company.

Software and systems vulnerabilities:

Improper sharing can also expose vulnerabilities in software and systems used by the company. Criminals can exploit these vulnerabilities to gain unauthorized access, conduct distributed denial-of-service (DDoS) attacks, or compromise IT infrastructure, all of which could cause significant disruptions to operations.

Compliance and regulatory violations:

Improper file sharing can lead to violations of data protection regulations such as the GDPR and the LGPD. These violations not only incur substantial fines, but also undermine the trust of customers and business partners regarding the company's ability to protect sensitive information.

Loss of control over intellectual property:

Files that are mistakenly shared could cause the company to lose control over its intellectual property. Innovative ideas, ongoing projects, and strategic data could be compromised, and these issues could undermine the organization's competitive advantage in the marketplace.

Impact on business continuity:

In extreme cases, breaches in security caused by the improper sharing of files can disrupt business operations. Data leaks, cyberattacks and loss of customer trust can have a devastating impact on both business continuity and the company’s financial stability.

Given these risks, it's essential that companies adopt strict measures to ensure that corporate files are shared securely. This includes creating clear information security policies, adopting advanced data protection technologies and providing employees with training to help them recognize and mitigate potential threats.

Information Security Best Practices

It's really important to follow information security best practices in order to ensure that files are securely shared within the company.

• Data Classification: Classify company data according to its level of sensitivity (e.g. public, internal, confidential). This helps to determine which information can be shared and with whom.

• Access control: Access control mechanisms should be designed to ensure that users are only granted the minimum level of access necessary to perform their job role.

• Encryption: Use end-to-end encryption to protect files during storage and sharing, ensuring that only authorized recipients can access their content.

• Two-factor authentication: Adopt multi-factor authentication to strengthen the security of users' accounts, as it requires not only a password, but also a second method of authentication, like a verification code or biometrics.

• Employee Training: Educate employees on the security risks associated with file sharing and provide clear guidance on safe practices to follow.

• Password protection: On top of encrypting files, you can also password-protect them, which will ensure that only authorized recipients have access.

• Expirable links: Use links with an expiry time, which will automatically revoke access after a specific period of time, reducing the risk of long-term unauthorized access.

• Monitoring and Auditing: Maintain ongoing monitoring of file sharing and conduct regular audits to identify and mitigate potential vulnerabilities.

Available Tools to Protect Corporate Data

There are a number of tools and technologies available to help protect corporate data when sharing it.

• Identity and Access Management (IAM) platforms: IAMs offer granular control over who can access which resources, helping to make file-sharing more secure.

• Secure Cloud Storage Services: Use cloud storage services that offer solid encryption, advanced access controls, and compliance with security regulations.

• File Encryption Tools: Use file encryption tools to protect sensitive data before sharing it. This ensures that only authorized recipients can decrypt it.

• Data Loss Prevention (DLP) Solutions: DLPs monitor and protect sensitive data, preventing accidental or intentional leaks when sharing.

By combining these best practices and tools, companies can guarantee secure file sharing, protecting their data from internal and external threats while also complying with information security regulations. Raising employee awareness of the importance of information security and implementing appropriate policies and technologies are critical actions to maintain the integrity and confidentiality of corporate data.