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In today’s digital age, secure file sharing is a crucial component of business operations, particularly for small and medium-sized enterprises. How often do you have to collaborate on projects digitally or send and receive documents
from your coworkers?
With the convenience of file-sharing apps and programs, however, comes the risk of cyber security threats. Whether you’re the top dog or the newest intern, it’s essential to ensure that you’re equipped with the knowledge and tools to share files securely.
Secure file sharing is the best way to ensure the protection of the personally identifiable information (PII) under your care. Here are some professional tips for safe and productive file sharing.
1. Use encrypted file-sharing services. Encryption is the cornerstone of secure file sharing. Ensure that the file-sharing services you use offer end-to-end encryption. This means that files are encrypted before they leave your device and remain encrypted until they reach the recipient.
Popular services like OneDrive, Google Drive, and Dropbox offer encryption,
but always verify their security features. Ask your supervisor or team
what they recommend for secure file sharing within the organization’s network.
2. Implement strong access controls. Not everyone in your organization
needs access to every file. Use role-based access controls to control access
to private data or restricted areas. Only authorized users should be able to edit, manage, and move confidential files.
When you share documents or folders with your peers. Send a secure link that requires
a password or the direct URL to access. Don’t forget to regularly review and update access permissions to reflect changes in roles or responsibilities.
3. Educate employees on phishing attacks. Phishing attacks have been on the rise for years, and they can be a particularly challenging threat to recognize and counter. Educate yourself and engage in a company culture of security awareness so that you can identify phishing emails in real life and learn the importance of not clicking on suspicious links or attachments.
Regular training sessions and simulated phishing attacks can help reinforce
this knowledge.
4. Use multi-factor authentication or MFA. Multi-factor authentication adds an extra layer of security by requiring users to provide two or more verification factors
to gain access to files.
This could be something they know, such as a password, something they have, like a security token, or something they are, like a fingerprint. MFA significantly reduces the risk of unauthorized access.
5. Biometrics, such as facial recognition, fingerprints, and iris scans, are among the most secure methods of MFA because they are unique to each individual.
Whereas SMS messages and one-time passwords can be hacked. Regularly update software and systems; outdated software and systems are vulnerable to cybera ttacks.
6. Update. To ensure that all secure file sharing applications and systems are regularly updated with the latest security patches. This helps protect against known vulnerabilities and exploits. Whenever a program offers the option, you should enable automatic updates to ensure that you always have the most current defenses in place.
7. Monitor and audit file sharing activities. Implement monitoring and auditing tools
to keep track of file sharing activities. This includes who accessed what files, when, and from where. Regular audits can help identify any unusual or unauthorized activities,
allowing you to respond promptly to potential security breaches.
With the rise of remote work, employees often access and share files from mobile devices. Whether you work from a coffee shop some days or are on a project with someone halfway across the world, we all communicate with people who are not using the same company network.
Thus, it’s critical to ensure that mobile devices are secured with strong passwords, encryption, and remote wipe capabilities.
8. Always use secure Wi-Fi connections and avoid public Wi-Fi when accessing sensitive company information. Your company may also have a virtual private network, or VPN
set up to allow restricted remote access to on-site resources.
9. Implement data loss prevention DLP solutions. Data loss prevention solutions help prevent sensitive information from being shared outside the organization. DLP tools can detect and block the transfer of confidential data based on predefined policies.
This helps ensure that sensitive information remains within the organization. Consult with your supervisor or team to determine the best DLP tools for your devices.
10. Backup files – Regular backups are essential to protect against data loss
due to cyberattacks, hardware failures, or accidental deletions.
Ensure that backups are encrypted and stored securely. Regularly update and assess the security of your backup and recovery processes, so you know they’re working properly
before a disaster strikes.
Try to retrieve some files to make sure they’re uncorrupted and load properly. This doesn’t just go for the files you handle at work. You probably want your files
protected from hackers, too.
11. Develop a file-sharing policy. Ask your superiors whether your company has a comprehensive file-sharing policy that outlines the dos and don’ts of file-sharing within your organization.
If not, they may want to consider one. This policy should outline acceptable use, security measures, and the consequences for non-compliance.
Make sure that you know what policies your workplace has set up for data protection,
and adhere to them closely. When you get to examine these documented procedures yourself.
Study and absorb the recommended steps to ensure the security of the PII in your care.
By following these professional tips, SMEs can significantly reduce the risk of cybersecurity threats associated with file sharing.
Commonwealth Sentinel can assist your organization in staying secure by implementing robust password policies, utilizing practical multi-factor authentication tools, and providing comprehensive in-person cyber training for your entire staff. It only takes one lucky cyber criminal to cause damage, so your team must always remain vigilant. To schedule a consultation, click here or contact us at (502) 320-9885.
At Commonwealth Sentinel, we are focused on cyber security so that you can focus on other things.