3 Secure Practices For Business File Sharing


Technology has helped shape today’s business environment. It has made it easier for businesses to interact and engage with customers and other organizations. For one, it allows an organization to share and receive important documents seamlessly.

File sharing significantly contributes to a business’s operation. It allows you to share files and access information and documents instantly. It also allows you to sync files between Linux servers or other sharing systems. This helps your business collaborate seamlessly, improving your chances of achieving your project and business goals.

Nevertheless, although file sharing significantly contributes to transforming the business world, it has exposed you to several issues. This blog discusses what you need to know about file sharing. You’ll learn common risks you face when sharing files and how to overcome them. Read on.

What Are Security Risks Taken When Sharing Files? 

File sharing involves transferring sensitive documents from one department to another. Every business shares a considerable number of files each day. The following are some of the security risks you take when you transfer crucial data:

  • Viruses And Malware Attacks

Today, cyber attackers are developing advanced and complicated viruses. When you’re sharing your files, there is a high risk of a cyber-attack. These malicious programs may expose your sensitive data. This can destroy your reputation as a business. Additionally, you may spend extensive costs trying to recover lost files.  

  • Sending Files To The Wrong Recipient

Have you ever sent a message to the wrong person? This can also happen when you’re sharing files. And it is more critical when transferring business-sensitive data, such as patient information. If this data falls into the wrong hands, it might compromise your operations and public image.

Another security risk is the lack of data control. When you share files, the recipient may download the content. Thus, it’ll be outside your business’ IT control. This may increase your vulnerabilities and lower your visibility into data flows.

How To Share Files Securely? 

File sharing exposes you to several security risks, as discussed above. They may destroy your public image, customer experience, and profit margin. Hence, it’s vital to implement the ideal measures to secure your business-sensitive files.  

Here are some of the best practices for sharing your files securely:

  • Regularly Train Your Team Members

A team member may be unskilled in handling and managing sensitive documents, making it easier for attackers to infiltrate. Also, they might be unable to respond to cyberattacks, resulting in extreme damage and longer downtime. One of the best ways to address this is to ensure the team members are adequately trained. A well-skilled workforce understands the benefits of prioritizing cybersecurity.

Aside from improved cybersecurity, regularly training your team members will help them learn to operate your file sharing systems efficiently. This helps boost collaboration, ultimately increasing productivity and cash flow. 

You can use an in-house training team or outsource the services. The chosen method will depend on various factors, including your objectives, preferences, and budget. It’s advisable, however, to invite a reputable provider to upskill your team members. They’re more experienced and resourceful, ensuring you’re always up to date. 

Regularly training your workforce influences your bottom line significantly. They’ll understand their roles and responsibilities in promoting secure file sharing. This, in turn, optimizes your bottom line, leading to increased sales and revenue.

  • Keep Up With Automation Trend

Businesses have used manual processes to manage and transfer files for many years. This increased the risks of making an error, like losing the file. As a business, updating and integrating automation trends into your file sharing system would be best. Automating file-sharing helps streamline processes and reduce the chances of an error. 

There are several ways you can use to automate your file sharing. One is integrating a cloud-based solution. This is one of the IT essentials for businesses. This allows authorized members to access the necessary files, regardless of the location. 

Another way is to implement automation software. This system allows the users to schedule file transfers. Thus, you’ll have more time to concentrate on more pressing tasks such as team member training. 

Keep in mind that automating your file sharing system is a costly investment. Hence, it’s crucial to research extensively to guarantee an affordable quality system. 

  • Audit File Sharing Processes

Auditing file sharing processes is one way to ensure secure file sharing. It’ll help you track user activity and how they use the documents. This ensures you have complete visibility into all your documents. Thus, you can confirm where a file resides, who can access it, and changes done to it. This is crucial, especially when there’s a security breach. With this, following the audit trail and acting accordingly will be easier.

Bottom Line

As discussed above, advances in technology have transformed modern businesses. Today, it’s easier to share and receive crucial documents. However, this has also exposed you to ever-growing cyber-attacks. Thus, it’s critical to implement measures such as regular workforce training, monitoring, and automation to ensure you transfer files securely.