Most businesses today have abandoned the use of paper in favor of digital files to share data within their network. This is further magnified as millions of people continue to work remotely today.
But, while it resulted in less paper storage and a more efficient workflow, file sharing also has its downsides: it can easily be duplicated or get lost while in transfer, potentially putting sensitive information at risk.
In this article, we’re discussing everything you need to know about file sharing, along with some tips to balance safety and convenience when sending data online. If you want to find out more, then keep on reading!
Why Does File Sharing Security Matter?
Even before COVID-19, an increasing number of businesses have been shifting to remote work. This is particularly true as millennials enter today’s workforce and change the expectations of what a workplace should be.
But, with today’s situation, a work-from-home setup has become essential rather than optional. In many cases, this has demonstrated the need for technology that will help businesses continue operating effectively. One example is file sharing, which not only facilitates real-time communication despite physical barriers but also helps businesses reduce costs while giving employees more freedom to enjoy a work-life balance.
However, such immediate change can often result in increased, if not new security risks. For example, there’s a higher possibility of files being accessed by unauthorized users. This could result in a data breach, damaging a company’s reputation as well as its relationships with customers and investors.
What Businesses Look For in a File-Sharing Solution
A great file-sharing solution should give you a sense of control and security over sensitive information. However, there are several other factors that businesses should not overlook.
Better Collaboration
Collaboration in the workplace has become more important than ever. Your team could benefit from a file-sharing tool that makes it easy to send and distribute documents within your network. With the right solution, you can send the right documents to the right people instantly. This is particularly essential if you’re working with third-party individuals who don’t have access to your on-site servers.
Time-Saving Features
Searching through your emails or your device for a specific file can be time-consuming. The same goes for determining the best method of sharing documents within your network in a way that is convenient and accessible for both ends. This is where a file-sharing tool comes in. An online-based service like GogoPDF allows you to share documents instantly. All it takes is to upload the file you want to share on the site, click the “Share File” button, copy the link and send it to your recipient/s via your preferred channel. You can also download and save the file on your computer for archiving.
Safety and Security
One cannot stress enough the importance of safety and security when it comes to your business files. When these are accessed by unauthorized users, will your business be compromised? How will it affect your operations? Not only that, but you should also think about the potential consequences when an unsecured file is edited by accident.
These factors also highlight the benefits of having a multi-feature tool that lets you do more than just share a file. This is often the advantage of PDF converters that usually come with other features that allow you to add a watermark, e-Sign a PDF file, or protect it with a password, to name a few. Nevertheless, there are other methods you can use to share files.
Other File-Sharing Methods
USB Storage
Hard drives and other physical storage devices may be a good option for storing large files. However, their downside is that transferring files can only be accomplished on one device at a time. It also doesn’t help that the storage device itself is at risk of being stolen, misplaced, or damaged, rendering the stored data inaccessible.
Email allows you to send files as attachments. Sure, it may have file size limits, but this can be resolved by converting your documents into formats that don’t take up too much space. Such is PDF, which is known to compress the file size without compromising the integrity of the document. You even have the option to further reduce it into a smaller file.
Cloud
Cloud services host files on a network from which other users can access them. Unlike USB storage or email, it offers more security by letting you control access permissions to keep documents protected.
How to Keep Your Files Secured
Collaborative documents, spreadsheets, and contracts—the list goes on. File sharing has never been more important than today to keep the business going. But one cannot stress enough that while it offers a wealth of benefits, it also comes with risks. This goes to show that file-sharing tools should not be used in isolation and should be supported with security measures.
Use a VPN
Short for “virtual private network,” this security measure is a great way to keep your files from being intercepted by unauthorized users when accessed on public or unsecured networks. It works like a tunnel that encrypts and conceals the data being transferred.
Password Manager
Using strong passwords is a staple for data security. However, it can be hard to remember them all. Such inconvenience often leads to users opting for easier passwords or repeating them across accounts. A great solution is to use a password management tool. With this, you only have to remember one password for the manager tool and access all the passwords stored.
Limit Access Permissions
By restricting permissions, you reduce the risks of sensitive files being accessed illegally. As a rule of thumb, users should only have access to files and folders required for their jobs. With that said, you would want to regularly assess and update permissions as part of your security measures.
Takeaway
As said above, file-sharing tools should be accompanied by safety measures to keep your sensitive documents secure and protected. With the guide above, you can zero in on a solution that makes the most sense for you and your business.
Are you looking for a file-sharing service? Use GogoPDF to share files conveniently and securely!
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