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3 Methods for Securing File Sharing at Work

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There are a number of reasons why businesses need file sharing. Perhaps the most obvious reason is that file-sharing allows employees to easily and quickly transfer files to each other. This can save time and make it easier for employees to collaborate. Additionally, file sharing can help businesses save money. For example, if a business has a large number of employees, it can save money on photocopying and printing costs by allowing employees to share files electronically.

Furthermore, there are a number of ways to share files securely. Cloud storage services such as Microsoft, Google Drive, and OneDrive are popular ways of sharing documents, however, they’re not capable of protecting sensitive information. Once a participant has access to a cloud storage folder, it’s impossible to monitor what they do with the information in the file. So without further ado, here are three methods for securing file sharing at work.

1. Secure File Sharing Services

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When it comes to secure file sharing, business users want the peace of mind of knowing that they can get this important information to its recipient, but that receiver and sender alike are not completely susceptible to a hacker. Secure file transfer protocol (SFTP) is helping to take file access and security into the 21st century. While a file transfer protocol has long been the standard file sharing service, it’s now as easy as a drag-and-drop from one folder into another that is either password-protected or is stored through encryption to better harbor sensitive information.

SFTP protects in-transit data with secure shell encryption, also known as SSH. This method doesn’t use the internet, and the only person that can access these important files is the designated recipient. This form of data protection has become quite common in sharing everything from spreadsheets to personal information in larger files. This form of file sharing accommodates any file size, even making it easier to upload information to websites while avoiding a data breach.

2. Peer-to-Peer Sharing

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Peer-to-peer (P2P) file-sharing allows computers to connect without the need for a server between them. P2P offers a decentralized network model, in which each computer is able to communicate with others on an equal playing field. This makes transferring any GB of files fast and reliable. However, there are some security concerns that come with the transfer of data. Some websites provide ease of use but they don’t exactly provide a secure data room. If you share files over a chat program, you may be using a version of P2P but it’s hard to track as most companies use proprietary code that is not available to the public.

However, there are ways to still conduct a peer-to-peer share, but they should be restricted to non-sensitive information shared amongst either friends or family members. This includes sharing via e-mail. While Google Docs has made sharing larger files easier, most e-mail accounts still do have limits on the size of documents or media files that can be shared. There’s also the option of a portable USB drive to share important data, but client-side encryption is key to maintaining private files. Plus, those drives can easily get lost in the shuffle of a business day.

3. Sharing Through Cloud Services

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Cloud services are the most common method for sharing files in this modern era. Apple iCloud, Google Cloud, Microsoft’s OneDrive, Dropbox, and Box have all found their way into our professional lives, especially in this work-from-home era. Business users are able to upload a file to the cloud server which will send a recipient a download link to bring the information they’re seeking onto their own computer. However, companies like Caplinked provide a virtual data room (VDR) for a secure method of sharing files. A VDR is unlike Dropbox or Google Drive because it works to safeguard susceptible data such as company financial records and employee documents.

The goal of these file-sharing options is to maintain security and reliability in real-time. By having a secure file, businesses are afforded peace of mind. However, uncovering even more useful features assures that there is a steady protocol in place to allow for document collaboration and the sharing of sensitive data when necessary.