With so many cloud-based file sharing sites and services, you may find it difficult to choose one in good faith. Today’s world revolves around information technology, and secure data transfers are at the top of almost every user’s wish list, personal or business. Here are a few best practices that can be implemented for secure file sharing.
Make Data Protection a Priority
Remote file access is a must for most businesses today, so when choosing a file-sharing service it needs to be secure. It’s important to prioritize data protection and instill this principle in your team as well. Make sure that your system can handle files of any size and anything else you need to securely move data so that you and your employees won’t need to find alternate solutions.
When you decide to make a secure file sharing part of your business, you want everyone to know how to use it appropriately and safely. Train your staff or team on your file naming conventions, your permissions, and access control so that sharing will be simple and efficient. Everyone needs to understand what can and can’t be shared outside of the system and how to safely interface with external entities.
Use a Business Rated System
Whether you’re a business or not, a business-grade system will offer you more security. You’ll get the visibility you want, the security that you require, and access control. These are essential to a more secure file sharing operation.
Use an Integrated System
It may be more useful to choose a file-sharing system that has multiple features, like email security. It can also help to have a system that can keep your files in chronological order so that you can be sure you’re always working with up to date information. You can save money and secure more than just your files.
Simplify and Coordinate
Establish a set of rules for naming files. A consistent naming system can take care of a lot of simple misunderstandings. Folders should be clearly and simply named. Whenever possible, use short names. Not only does it make files easier to find and compile, but it also makes file sharing less complicated. It also helps to keep external and internal files separate for simplicity’s sake.
When possible, lock files so that there are levels of clearance or authorization. Consider just how accessible you want files to be. You may only want to have view-only files widely available and editable files limited to certain persons. Keep it simple so that others can remember the protocol and permission setup.
The days of sharing business files via courier and regular old email seem like ancient history nowadays. Tech has advanced and things have gotten faster and safer. Whether you’re an individual or a business, the last thing you want is for your information in the hands of hackers or plastered across the dark web. So be sure to do your part to avoid any breach of your valuable data.