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“Just because a group or individual has a need to access certain files or folders today doesn’t mean they’ll still have that need in six months. Matthew Fox of Valiant Technology recommends making a habit of reviewing who has access to what resources. “Limiting the files and folders users can create and access helps keep permissions and file structures easier to maintain and understand.” 6. He also suggests limiting the creation of folders, since that can result in unnecessary chaos as users make new folders ad-hoc, without considering how they fit into the overall file structure. “Not everyone needs to access every file to do their job, so limit access by what makes sense for each group.” For example, create groups based on departments (e.g., accounting, marketing) or job levels (e.g., manager, senior manager). Shayne Sherman at TechLoris says an easy way to do this is to limit by specific groups. Limit access to both file folders and individual files in a structured manner. Plus, you won’t have hundreds of files just floating around.” 5. “That way, once the availability window closes, the file can’t be accessed on their end. In these cases, Turner says to set expiration dates for accessibility. Set expiration dates for files.įor secure file sharing with clients, you may not want certain files to be available forever.
If you do need to do it, here are a few tools that can help. Sharing passwords with clients isn’t always a bad idea. Passwords should be at least eight characters long, and use a combination of letters, numbers, capitalisation, and special characters where possible.” “Strong passwords make it more difficult for bad actors to gain access to your important data.
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Whether you’re using a password manager or a solution that enables password protection on files, Turner recommends creating strong passwords.
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“This service lets you securely share passwords with other users, so if you keep a file in an encrypted vault, you can simply give the other user your password and they can download the file from there,” explains Turner. A cost-effective method for making things a bit more secure is using a password manager. While not ideal for security purposes, it’s understandable from a budget perspective. If you’re a small business using simple file sharing options, you may have shared login and access credentials. A VPN shields your web traffic in a secure tunnel, making it much more difficult to be intercepted by bad actors.” 2. “Public wi-fis leave you vulnerable to hackers who want to steal your data. That’s why Gabe Turner of Security Baron recommends implementing a virtual private network (VPN) for use in situations that require accessing public wi-fi, for example. Make use of VPNs.Įveryone can’t always be in the safety of the office walls, accessing files from your secure corporate network. 15 Best Practices For Secure Online File Sharing 1. The best practices below serve to reinforce the steps employees and managers should take to ensure their file sharing efforts aren’t putting the organisation at risk. The fast pace of business dealings can sometimes pressure employees into foregoing security practices meant to safeguard their organisations against data theft.
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Sharing documents is easy in today’s digital workplace with the many file sharing software solutions available on the market, but secure file sharing is another matter.
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