In today’s world, it’s important to keep up with the pace of business. Companies must control, regulate, and manage the flow of data they receive. Files are huge in size, so secure file sharing may often be necessary. Then business data can be shared without fear.
If IT can’t provide secure file sharing for employees, they download what they can get. So-called “shadow IT” causes many problems that have to do with security, management, and control. All of the above can have a negative impact on business.
Shared Access to Files
File sharing can be seen in many different industries. This practice provides access to documents, video files, and other information. When you transfer files from your local computer to another or use media to do so, you are participating in file sharing. There are different ways to share files:
- removable devices;
- USB;
- centralized servers;
- Web documents with hyperlinks;
- Google documents, Microsoft Online;
- peer-to-peer networks.
It is possible to use various file sharing software, taking into account the size of files.
Secure File Sharing
It is a process that enables secure or confidential file sharing. File sharing is designed to exchange files between different users or organizations in a secure and reliable way. The sharing is performed in the secure mode so that intruders cannot access the files.
The process is usually accomplished by encrypting the file. Most programs that provide secure file sharing restrict access to the files. Only authorized users can get it. You can also configure access to certain features, for example, read and view access only.
Risks of File Sharing
Modern companies, and organizations, must have a secure platform for file sharing. Security should always come first. It is best to choose a platform that is easy to use. If the company cannot provide a suitable option, employees are encouraged to take care of it themselves.
You can find a large number of tools on the market from different vendors. There are distinct features that make such tools vary. They need to be considered while making a choice. Software is used to exchange business-related data. Let’s take a closer look at the common risks associated with file sharing:
- Lack of data control. One of the disadvantages is that companies cannot provide reliable control over the data. Anything outside the company is significantly at risk. If files need to be exchanged, there needs to be a secure process. Many companies face security breaches.
- Lack of visibility of the data flows. When file sharing is performed outside of the IT department, there are obstacles to the transparency of information sharing. Without proper surveillance, incoming and outgoing files cannot be adequately tracked. Lack of transparency negatively impacts company functionality.
- Lack of a strong BYOD policy. The BYOD policy enables employees to use personal devices and access them on the corporate network. The problem is that BYOD is weak in many companies. Organizations often save money on purchasing new hardware.
These are the main risks that may arise during document sharing.
Old Methods of File Sharing
Modern file-sharing options have become affordable, secure, and more flexible than the old ways. Obsolete methods that are rarely used in modern business:
- Paper documents – they have been replaced by digital formats and electronic signatures;
- Faxes – this is not a good method because you will need to use paper and monitor the functionality of the fax machine;
- USB drives – they can be easily lost but are still used by some companies today;
- Cloud services – this is not an obsolete method but raises certain security concerns.
It is worth noting that cloud violations are quite common. In this case, the company should have an action plan. The use of cloud services can lead to shady IT. Some popular sharing options include:
- Amazon Drive;
- Microsoft OneDrive;
- Dropbox;
- Apple iCloud Drive;
- Google Drive.
Secure file sharing in the cloud is not difficult. Data corruption can occur in the following cases:
- an employee disregards email file size restrictions, sending a link to share may cause disclosure of classified information;
- popular apps are accompanied by various glitches and often provide access to data without the user’s permission.
The popularity of cloud services is only increasing. Accordingly, security must improve. Despite this, companies must understand all the risks associated with their use. The main thing is to determine what a secure document sharing platform is. Let’s look at a few key advantages associated with an enterprise-level file-sharing solution:
- data security through access control;
- cooperation, enabling file sharing;
- establishing a shared workflow;
- tracking sent and received files;
- scaling for business growth.
If you use the right tool, your business can get an up-to-date file-sharing process. This has a positive effect on the reputation and development of the company. The software you use should be equipped with the best data encryption. This has to do with sending files when they are secure as well. You should also pay attention to the ability to automate processes.
