In today’s digital world, files like photos, documents, forms, and other certificates are no longer exclusively in the form of physical files. Rather, they’re transferred through online tools, made to foster efficiency, speed, and security. However, it’s also worth noting that modern file-sharing methods aren’t without risks and limitations. You still have to be on your guard to avoid any of the risks associated with it.
When it comes to file sharing, one of the top concerns that’ll easily come to mind is how to keep those files safe and secure. If not, confidential information may be leaked and passed around, or data may fall into the hands of scammers.
To avoid those situations, here are four of the best practices for secure file management and sharing that you should keep in mind.
1. Make Use Of A Document Scanner
Many businesses today are foregoing the traditional big, bulky, and space-eating file cabinets for cloud storage. Apart from the obvious advantages in relation to having more space, modern-day cloud storage comes with its own perks. Among the many options, the two most viable ones relate to privacy and security, when it comes to file sharing and management.
If your business doesn’t have a document scanner yet, consider investing in one this year. Document scanners for mid-sized businesses are a versatile choice. Entry-level scanners are good for smaller companies, and multiple scanners may be necessary for large-scale operations.
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When you have a document scanner, you can easily convert physical files to soft copies. When you store them in the cloud, you can set the right passwords and other security limits to keep them safe. It’s also less risky than moving physical files from one department to another or having file cabinets that can easily be accessed and opened.
2. Keep Your Passwords Complex
It’s not surprising how there are still many businesses who choose to have simple and obvious passwords just so they won’t ever risk forgetting about it. Unfortunately, you have to understand how scammers today are getting smarter and wiser when it comes to getting past security measures. Obvious passwords are a blessing to them.
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Don’t skimp on your password quality. Keep it as complex as possible and change them as often as you think necessary. Consider some of these password features to make your password more challenging for hackers:
- Words that aren’t easily searchable on a dictionary;
- A string of unrelated numbers (e.g. NOT your birthday, NOT your anniversary);
- Eight to ten characters, in minimum;
- A mix of uppercase and lowercase letters.
3. Learn How To Choose A Good File Sharing Software
Gone are the days when sending files through email is the only way to send and manage files online. Now, there are apps and software for that purpose, too.
But, like any other software, they aren’t all created equal. Naturally, there is software that would perform better than others do. It’s your responsibility to exercise due diligence in ensuring you wind up paying for, and subscribing to the best.
Here are some tips to help you choose:
- Compare the price by asking about any recurring charges to keep the software or app in motion and what the upfront costs are;
- Assess the storage limitations, so you can choose the software which is able enough to hold all your files;
- Study the security protection being used, like whether or not that software is using the best storage and protection protocol;
- Ask about the compatibility, so you can be certain the software can be used for any type of operating system.
4. Understand The Risks Involved
Lastly, to be on your guard, you also have to fully understand all the risks involved and associated with file management through online platforms. When you’re aware of the risks, you know what you should be on your guard about. Most importantly, when you know what the risks are, you can consciously make an extra effort to ensure you won’t fall into any of those risks.
Along that line, some of the common risks involved include:
- Accidentally saving sensitive and private files on a public or shared location;
- Downloading a file that contains malware;
- Using any file sharing app which requires firewall services to be shut off.
Conclusion
Sharing files is common for businesses – big and small alike. This is something businesses do quite a lot, multiple times in the day. If you’re lenient about security, confidential information may fall into the wrong hands. Whatever type of files you share, it’s a must to keep information protected. For most businesses, the practices above work quite effectively.
