Do you have confidential office data? Are you wondering if you are safely sharing files without compromising company data?
With the advancement of technology, cybercriminals also step up their game. They can enter computer systems in different ways. They can steal valuable business information without you even realizing it.
One of the ways hackers can steal data is through the files that you share. Interestingly, 60% of small businesses fold within 6 months after a cyber attack.
Thus, it is paramount that you learn how to share files securely.
Continue reading below as we share some valuable tips on file sharing.
Keeping it Safe: How to Share Files Correctly
Hackers are now smarter than ever. They employ techniques that secretly breach data. In fact, about 74% of companies that experience data breaches can’t pinpoint how things happened.
Check out our list of some of the best ways you can share files securely.
1. Start with the Password
When sharing files, make sure to password protect the documents. Today, there are a lot of applications that offer this option. Make use of this to enjoy added protection.
Make it a habit to change your passwords regularly. Sticking to a single password across different platforms also increase the risk of hacking.
2. Use Dropbox
You may also want to consider using Dropbox. For the unfamiliar, Dropbox is a file hosting service. It offers cloud storage where you can safely keep your important files.
In addition, Dropbox also allows you to synchronize your files. This makes the transfer and viewing of files faster between people who are also in Dropbox.
Dropbox is simple to use. By clicking “Share,” you can generate a link to a specific file or folder. People who wish to gain access to the file or folder must have the link first. Without the link, they cannot open the file.
3. Encryption
Encryption is another tried and tested way of securing sensitive data. It is a technology that jumbles your data. To view the unscrambled data, people must have the assigned password.
This is perfect for business people who are always on the go. In the event that someone steals your laptop and opens the file, the culprit will only see the contents in its messy form.
If you are using Windows, some PCs provide automatic encryption of files. To see if your laptop or PC offers this, head on to “Settings,” click on “System,” and hit “About.” Scroll down to “Device Encryption.”
If you don’t see this when you scroll down, you can resort to third-party options.
To encrypt a file on macOS, simply turn on the FileVault feature. Go to “System Preferences” and head on to “Security & Privacy.”
Complete the process by clicking “File Vault.” This feature encrypts your entire hard drive. If someone tries to snoop into your computer, he needs to have your account password to access your files.
In case you wish to transfer your files to an external USB, you can also encrypt them in the process. Hit right-click on the drive in “Finder” and select “Encrypt.”
4. OTR Messaging
You should also consider adding Off the record or OTR to your messaging programs. OTR works by encrypting your messages before you log out of your PC. You can also create security codes that block cyber attackers that look to intercept your messages.
5. WeTransfer
Similar to Dropbox, WeTransfer is a cloud-based file transfer service. It lets you transfer up to 2GB of files for free. If you wish to transfer beyond that, you will have to go for the paid option.
The paid option accommodates up to as much as 20GB.
Simply head on to WeTransfer.com. look for a small panel on the left side of the screen. Key in the recipient’s email, your email, and your message.
Attach the file you wish to send and hit the “Transfer” button below. You will receive an email confirming the transfer process. The recipient, in turn, will get an email containing a link to the file once the transfer is complete.
6. Data Rooms
Another efficient way of transferring files is through a virtual data room. This works as a repository of information. Apart from storing your company’s sensitive data, it also allows you to send them to different collaborators safely.
Some of the best virtual data rooms let you upload multiple files at the same time. Find one that is user-friendly. A good data room lets you drag and drop files directly to your browser.
It also tracks all the events that happen inside the room. It records the date and time you transfer your files. It also shows the names of the people you send your files to.
7. Encrypted ZIP File
This is another option that offers a high-level of security. To pull this off, we advise you to download 7-Zip. It is an open-source file archiver that compresses your files into a ZIP file.
After downloading, select the files that you want to send. Right-click the files and choose “Go to 7-Zip.” Hit the “Add to Archive” option.
Once a new window appears, go to “Encryption Method.” Choose AES-256. Assign your password to encrypt your files.
Once you click on “OK,” 7-Zip will archive your files. You can then email the ZIP file to anyone. Make sure to send a follow-up email containing the password.
8. PGP-GPG
These two programs utilize public key cryptography to secure the files you send. Unlike other encryption methods, they will not require you to send a password to your files’ receiver. Instead, it uses a public key to encrypt your documents.
It also uses a private key to decrypt your files. This private key always stays with your computer.
Go Beyond Data Security
Managing data security and learning how to share files without the risk of a breach is crucial in any business. Though learning how to encrypt files is great, you should never stop there.
If you wish to learn more about how to improve the different aspects of your business, check out our other articles. We discuss topics like choosing the best internet service providers and improving your payroll process, among others.
