Maintaining the confidentiality of important documents while they are being sent is an integral part of the policy of a reliable and proven company. In today’s world, you need secure file sharing. For this purpose, encryption or other methods are used when sending files. Sending takes place via email when a computer or cell phone is connected to the Internet. A private connection (e.g., VPN) can be used. Most software vendors restrict access to documents. Only authorized personnel have the right to view them. Other users will not be able to see the contents of documents and use them for their own benefit.

Recommendations for Secure File Sharing

The efficiency of any modern company depends on the timely exchange of information. It has to become seamless. Small, medium and large companies can use file-sharing platforms. It makes the work structured. The number of documents that one company shares with its contractors is growing every year. These are independent contractors, regulators, suppliers, and customers. 

When files are transferred, there is a risk of information leakage. A computer belonging to the office or a specific user can be hacked by intruders. The possibility of infection by malicious programs is not excluded. 

How to Provide Secure File Sharing

The first step to using secure documents is risk awareness. Most often, the cause of information leaks is negligence on the part of employees. It is not recommended to send emails from personal addresses. Moreover, a competent person authorized by the employer should monitor the actions of employees. To simplify the work, you can buy a ready-made program.

It is designed to store files in a secure manner. Cloud technology is used more and more often. Documents should be checked by IT staff. The goal is to detect suspicious behavior or violations. Interactions with applications (when unauthorized copies are attempted) are also monitored. The opening of a document without need is prevented. 

One of the methods is end-to-end encryption. In this case, unauthorized persons cannot read the texts. All sent files are controlled by appropriate software. 

Special platforms can be used to exchange files. They are checked with special attention. The goal is to bypass services where regulatory requirements are violated. Accidental data leakage is eliminated. There are four steps in controlling the file-sharing policy:

  1. Prohibit employees from transferring information in an unsafe manner.
  2. Establish an instruction manual with measures to protect personal data.
  3. Execute document exchanges in accordance with the developed rules.
  4. Prevent the risk of accidental leakage of information.

In today’s companies, regular audits are performed. File servers, folders, and files stored in the company are checked. During the procedure, employees who are given access to confidential documents while doing business are identified. The integrity of files can be checked using appropriate software. 

Auditing is an opportunity to check documents for accidental (or unauthorized) changes. The latter is accepted or rejected. It is possible to reduce the number of users who have access to certain documents. People will review texts to perform job duties. 

Another method of protection is the use of complex passwords. Third parties should not have access to them. An important point is a difficulty in decrypting them for intruders. It is better if the passwords are checked by the employees of the IT department. They help detect mistakes made by other employees..

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