5 Key Concerns to Ensure Employees Share Files Securely
File sharing and collaboration is one of the fastest ways to improve business productivity. It will ensure that teams are in sync and save them valuable time trying to locate current file versions or latest documents.
However, with today’s increased risk of data breach and cyber attacks, a company’s file sharing strategy also requires a close eye on security. In fact, it can be one of the riskiest activities a workforce is performing with valuable company data. Why? Users may be sharing data on unprotected consumer-grade file sharing solutions without proper security mechanisms and also become careless with their mobile devices, where data could easily get into the wrong hands due to device theft or loss.
To assure that company data is protected, regardless of where it is being accessed or shared, consider these five best practices:
- Consider Mobility – One of the most productive uses of file sharing is while on mobile devices. However, it can also be the most risky. Many services allow the user to download, copy and edit documents on mobile devices, but beware of how that’s done. Without integrated editing and security tools, mobile usage can lead to data leakage since the data is opened and exposed outside of the application. Choose a service that supports built-in document editing and viewing which eliminates the need for users to “open-in” or “open-with” third-party applications. Also be sure to select a solution that offers “remote wipe” capability so that the business data on a lost device can be deleted before it is compromised.
- Get Serious—and Thorough—about Security – Data security should be baked in throughout your online file sharing solution – all without limiting usability. Data protection of documents throughout every stage of their lifecycle should be supported, including encryption for data in transit, in session and on device and in all locations where user files are stored. It should also employ best practices for authentication key storage and rotation management, including two-factor authentication, data leak prevention and device wipe functionality.
- Enable Granular Control – To make the most of your file sharing solution, it must preserve the granular control business teams need to manage access to projects, folders and files – even across specific devices. An enterprise-grade file sharing solution should feature full control of user groups and their permission policies, as well as full control over share, sync and public link permissions. And it should do so in an easy, intuitive way that includes detailed reporting functionality to support compliance auditing.
- Keep Tabs on Data Privacy – Not knowing where your service provider stores your data or what compliance standards they guarantee can mean your data is transmitted to other countries and jurisdictions. To reduce the possibility of data privacy intrusions, select an online file sharing service that owns and operates jurisdictional data centers for increased data privacy and control, as well as adhere to standards such as HIPAA compliance.
- Don’t Forget the User– With all the focus on security measures, it’s easy to forget what the user needs, and more importantly will adopt. A robust security solution is useless if the user fails to adopt it and can seek out workarounds. As a result, always keep the end-user in mind when making an IT decision, looking for features like an easy-to-use interface and seamless sharing capabilities, even if the recipient doesn’t have the service.
Whether your workers are in the office or on the road, providing them with a secure file sharing solution will improve their productivity, while safeguarding valuable corporate data. Avoid risking employee data or exposing the company to data leaks by keeping these best practices in mind.
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About Sam Liu
Sam Liu is the vice president of marketing for Soonr with extensive experience in mobile, cloud and enterprise solutions. He holds a bachelor’s degree in Computer Science and an MBA.