4 Practices For Better Online File Sharing

Tons of folders, physical files, and a physical file management system are the only options for businesses in the past in terms of file sharing. Team collaboration was also relatively narrow as technology wasn’t yet as latest as it is today.

Now, everything is different. Businesses have the upper hand of technology such that file-sharing can be done online and is also automated. Therefore, there’s no need to waste paper printing out files or waiting for an extended period just to receive the needed physical documents from the courier.

Likewise, the arrival of online file-sharing can be a great advantage, especially in this pandemic where many companies have chosen remote work, whether temporarily or permanently.

As file-sharing is now digital and more modern, sharing data can be made faster, allowing businesses to grow positively. Access to these data through file-sharing allows for having an efficient and productive work process which is crucial for any business team. To note, if you want to know other file sharing options besides email and removable storage media, you can check the eFax online fax service.

Likewise, as the technology that allowed such kind of online sharing progress, there has been a rise as well to an attempt to exploit its system’s vulnerabilities. Such a malicious attempt can leave business data at risk, causing danger to reputation and allowing the risk of downtime at work.

Therefore, it’s necessary to know the ideal practices that will enable file sharing to be more secure.

Thus, if you want to know these practices, you can read this article.


1. Use A File-Sharing Solution

A file-sharing solution allows a secure platform to store files safely. It also allows the chance to access the files from any location. This feature of these file-sharing solutions can erase the necessity to share files back and forth constantly. Likewise, another part of it is that the files are not only encrypted, but it also prevents the worry of lost or corrupted files as the provider can help address these problems.

Last, it can allow you to limit who can access the files. What’s good about this is that it gives you control over who can access the files and will notify you if there’s any user activity.

2. Create Strong Passwords

When you use a file-sharing service requiring you to make a password before sending the file to the recipient, be sure to create a suitable password that matches the standard recommendations for password length and type of characters. This practice will certify that even if an unverified person tries to access the shared file, they will have difficulty knowing the password.

To make a complex password, one can:

  • Use a mixture of numbers, symbols, upper and lower cases and make it long enough to add security.
  • One should avoid using dictionary words, curse words, slang, name, places, email addresses, etc.
  • It’s advisable to create a 12–15-character long password.

Likewise, one can also note having multi-factor authentication to add another level of protection. This will also ensure that the correct recipient will be the only one who will access the file. Last, one can also use a password manager if you want to protect your password.

3. Limit The Use Of USBs

A USB is a famous file-sharing option for sending many files from one place to another. However, its security is in check whenever you lose such, and it’s easy to miss such a device. What’s worse is that it could fall into the wrong hands, which may cause your data to be in danger.

On the opposite spectrum, you shouldn’t connect a USB that you may have found elsewhere. This scenario can allow potential viruses that may come from an infected computer to infect your device. And so, in case you need a USB storage device, ensure that you scan it first with an anti-virus or anti-spyware software before opening any files or documents.

There are many file-sharing options that you can use, like cloud computing and file-sharing websites, that can make your file-sharing more secure. You just have to find the most affordable ones and ones with the most benefits.

4. Educate And Inform All Users

It can be easy to forget about practices related to secured file sharing when there’s the burden of producing results at work paired with a busy schedule. However, such a mistake can have a negative effect. For example, it can allow data leaks, and this scenario can let cybercriminals take advantage of the system’s weaknesses without much challenge.

Therefore, the business must inform its employees about the nature of the data at hand. They need to assess and classify various business data to determine the level of security required to safeguard them. Also, they must become aware of how intentional or unintentional mishandling of such data can allow for possible risks.

Moreover, they must know how the file-sharing service operates, including uploading and downloading files. Last, such employees must also be capable of putting up security permissions in files.

Overall, they will take it with gravity if you can exhibit how cybersecurity training is a priority in your company or business. This would ease the process of securing files that may become in danger if your business or company didn’t establish proper education on secured file-sharing in the first place.

Final Thought

There have been limited options concerning file-sharing options in the past. Team collaboration is also quite limited due to the level of the technology then.

However, everything has changed at the present. Businesses have the advantage of up-to-date technology that allows file sharing to be digital and automated. Such digital file-sharing can be profitable for companies to grow and help them have a more efficient task process.

On the other hand, as technology that allows online file sharing grows, so are its threats. And so, it’s crucial to be aware of the best practices to secure file sharing to avoid cybercriminals from exploiting your business data. Limiting the usage of USBs, utilizing file-sharing solutions, creating secure passwords, and educating personnel are some of the tactics you should adopt.

Altogether, keep the information handy to be more prepared for whatever file threats that may happen