Organisations today are storing multiple types of files from full applications to documents and videos on devices as part of their work. When files are moved from a local computer over to a remote location or other device this action is called file sharing. To complete the transfer, sometimes a recipient will need to accept the sent file, but in most instances the process will happen automatically.

While sharing files is a vital part of most enterprise’s daily business processes, the data these files contain may be sensitive or confidential. Whether the files include financial account details, company contracts or personnel records containing PII, it is essential that such information is kept secure. Private data that is exposed can not only be harmful to a company’s competitive edge but result in breaking data protection regulations, incurring heavy fines.

To keep data safe, it is crucial that file sharing is always secure.

Advantages and disadvantages of file sharing

There are several factors worth considering before actively sharing files, so before you make this move, keep in mind the key pros and cons.

On the positive side, file sharing enables you to transfer large-sized files through a network connection. File sharing makes it far easier for you and your team to collaborate, sometimes with people on the other side of the world when necessary. It also reduces any need to keep one central server for files permanently online.

For the negatives, file sharing can be expensive as it requires a large quantity of bandwidth. Shared files can also be difficult to trace, which means that if they are shared publicly you may be unable to confirm who accesses them. Shared files also have a greater risk of acquiring malware and viruses.

Securing your files

When sharing files always triple check any permissions settings. If you are using a file sharing service, make certain no public sharing options have been selected, allowing anyone with a link to obtain your shared content.

Security experts recommend that any method of file sharing should employ end-to-end encryption. Encrypting data will ensure if your files are sent to the wrong recipient or intercepted by cybercriminals the information within them cannot be viewed. Encryption will also offer protection when your files are at rest, in storage or on backup servers, offering total peace of mind.

It is also considered best practice to run regular audits on all company files to check which individuals are accessing them. When a file is no longer required by your business, always make sure it is deleted.

A comprehensive solution to keep shared files secure

At Galaxkey, we have created a secure platform to simplify safe file sharing with powerful protection. Employing a user-friendly drag and drop system, staff can easily encrypt files. Our end-to-end encryption puts control of file security entirely in your hands so only you have the encryption keys and there are no back doors. You can also track who is accessing files whether they are being stored or sent. Get in touch with our expert team today to start sharing files securely.