Top tips for file sharing in the connected workplace

With users working from anywhere, future of work is now for IT. And as part of this, a key tool users need is secure file sharing. This article outlines ten considerations for IT when implementing this.

Internally it’s easy enough for users on Teams or other cloud-based collaboration platforms. But when it comes to sending large or sensitive files to external parties, users tend to find “workarounds” if permissions don’t allow.

Here’s some things IT need to bear in mind to avoid creative users inadvertently adopting shadow IT for file sharing, and staying ahead of the hybrid train.

Use secure file sharing platforms: At risk of stating the glaringly obvious, use reputable and secure file-sharing platforms that offer encryption and other security features to protect data during transit and at rest. Moreover, let your users know that it’s the tool of choice in order to avoid shortcuts.

Enable encryption: Implement end-to-end encryption to ensure that data is only accessible by authorised users, preventing unauthorised interception.

Apply access controls: Set granular access controls to restrict access to files and folders based on user roles and permissions. This limits exposure to sensitive data.

Authentication and authorisation: Require strong authentication methods like multi-factor authentication (MFA) to verify the identity of users before granting access.

Audit and monitor activity: Regularly monitor and review file-sharing activity to detect any suspicious behaviour or unauthorised access.

Educate users: Train employees on secure file-sharing practices and the importance of handling sensitive data responsibly.

Secure mobile devices: Implement security measures for mobile devices to ensure secure file access and collaboration on the go.

Regular updates and patches: Keep all file-sharing software and systems up to date with the latest security patches and updates.

Data loss prevention (DLP): Deploy DLP solutions to prevent sensitive data from being shared inappropriately or leaving the organisation's network.

Backup and recovery: Regularly back up files to ensure data recovery in case of accidental deletion, data corruption, or cyberattacks.

Third-party sharing: Exercise caution when sharing files with external parties, and use secure methods like password-protected links or temporary access.

Secure email attachments: Encrypt email attachments containing sensitive information to prevent unauthorised access during transmission.

The last word:

Remember, while these are common best practices, each organisation's security needs may vary depending on how you’re setup and the regulatory guidelines that bind you. We’ve got expert partners on hand to help you develop a comprehensive and tailored approach to secure file sharing and collaboration.

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