Today, a large amount of digital data is transmitted online daily, including business data. Computers are capable of storing various types of files ranging from documents, videos, and applications. When you transfer one or more files from one computer to another device or remote location, it’s a file-sharing activity.
With the latest advancements in technology, file sharing is highly convenient and provides businesses with benefits such as easier collaboration. It also gives the capability to transfer large files.
There are various types of file sharing options. Popular ways of storing and sharing files online include File Transfer Protocol (FTP) utilizing an FTP server, peer-to-peer networks, online file-sharing services, and removable storage media.
When sharing business data online, it’s crucial to ensure it’s safe. Due to the increasing cybersecurity threats, you need to take the necessary precautions to protect your business data. Here are several tips to make business file transfers safe.
- Encrypt Your Data
Your business data are at risk for cybersecurity threats during transmission and while at rest on a server. Getting a solution that provides encryption for data on the servers is worth considering. Also, choose one with an extra layer of security, such as an authenticated key agreement.
Additionally, as technology evolves over the years, you can also easily integrate passwords on files to avoid easy access by unwanted elements. One way to keep your files secure is by encrypting them with a solid password containing both upper and lower-case letters along with numbers and symbols. When you make the most out of encryption, it can significantly help in lowering the chances of cybersecurity attacks.
- Be Careful With Emails
Although emails are highly convenient nowadays, they aren’t the best option when sharing confidential or sensitive information. Emails are highly susceptible to hacking, thus you’re putting your data at risk of ending up in the hands of hackers.
- Update The Security Software
One way to ensure the safe sharing of files is to update your business’s security software regularly. If you often forget to update the software, it’ll leave your data at risk. Today, hackers are more likely to take advantage of systems that lack adequate protection.
- Implement Permission-Based User Roles
Once you decide to implement this security feature, it provides specific permission settings to control who can access critical business data.
A superior security file transfer solution will allow an administrator to choose specific permission settings for every user. Thus, maintaining control of who has access to certain data and even setting restrictions such as view only as this prevents editing of files.
Although FTP is a popular option, a secure file transfer offers encryption to ensure safe file sharing, such as Secure Shell File Transfer Protocol (SFTP). It’s a standard file transfer protocol that encrypts data during transmission. Additionally, it also supports host-based authentication to secure sensitive data.
- Authenticate Processes And Operations
Hackers can easily access your business data by taking on the role of one of your employees. Therefore, it’s crucial to ensure your file transfer system utilizes secure processes that authenticate user identity accurately. Additionally, it should go beyond the username and password requirement but incorporate methods of two-factor authentication. This approach significantly lowers the chances of hackers accessing your system.
- Conduct An Activity Audit Or Monitoring
A regular audit will come in handy in keeping track of your business data. When a crash or breach occurs, an audit log will provide you with a list of activities to help pinpoint its root cause. The activity log will also help identify which users observe the best practices and follow the company processes and data transfer policies.
- Avoid Clicking On Suspicious Links
Today, it’s not advisable to click on any link you’ll find, especially in emails. You might want to hover over the link to verify first before clicking it.
When it’s a website you frequently visit, don’t automatically trust the link. Consequently, the best move is to open it manually. You could do this by accessing it using your browser or searching for the website using a search engine.
- Maintain Privacy And Confidentiality
When sharing critical files, the recipient viewing the data must be aware of its sensitive nature. The security solution your business is using should offer features such as a customizable non-disclosure agreement and watermarks. This is to remind recipients that the information is confidential. Additionally, a tracking system would come in handy to monitor the source of a leak in case one occurs.
File sharing is one of the crucial processes in any business. Sadly, if you overlook the potential security threats, it can put your data at risk. As your business continues to grow, the risk of exposing your critical data will always be present. If you want to keep your business data safe and secure while keeping potential breaches to a minimum, these measures will come in handy in ensuring secure file sharing.