With digital files getting larger and more complex, and with a greater amount of even our most sensitive work and collaborative efforts being moved into the online space, questions surrounding file sharing and how to manage this issue are commonplace. Below are some of the established best-practice principles that are good to follow when dealing with large file sharing in the workplace.
Use a Service Provider
For most businesses, conventional solutions like email and file compression are increasingly insufficient to meet their needs. Instead, a large digital file delivery service can typically better serve those needs, offering not just an easy platform through which to send and receive large files, but also an entire customisable collaborative space that your whole team can use.
In other words, it is fast becoming best practice to create a more comprehensive “one-stop” solution that is tailored to your company’s specific brand and operating style. It not only helps with file security and accountability, but also boosts productivity and efficiency of communication.
Security Precautions
A number of practices exist to boost security when file sharing and employing some or all of these methods will help to preserve security and confidentiality when sharing files. In a world of cut-throat competition where intellectual property and other proprietary technology is the most valuable asset any business has, ensuring that that information doesn’t fall into the wrong hands is essential.
The first common practice is the use of SFTP (SSH File Transfer Protocol) and is a reliable, tried-and-tested method to securely transfer files between different systems. It makes use of powerful algorithms like AES and triple DES (among others) to secure and encrypt files. The second common method is use of a Virtual Private Network (VPN) which routes Internet connections through outside servers to keep connections private and secure.
Some businesses prohibit the use — or even the possession — of external hard drives in company offices, as well as use of personal cloud-sharing accounts as a way of preventing intellectual property theft. Indeed, recent cases at companies like Tesla have proved the necessity for such measures.
Imposing Limitations
A further security measure, but also a practical step that many companies are now taking is to impose various limits on the large files that they share through their various platforms and methods. If companies are using email, for instance, then the link they share in the email to the online files might only be valid for a specified time, or may only allow an employee a single-time download that can’t be then shared and repeated with others.
Other methods include simply paring down the number of people who can see sensitive files. Instead of sharing things too broadly, only select and relevant team members can access files. The fewer people have access, the lower the risk of someone taking files to pass on for money or personal gain. At the same time, if and when there are breaches, there are fewer people one can suspect, making investigation easier.
Train Staff in Cyber Threat Compliance
There already exists a comprehensive set of guidelines that can be employed by companies to better protect their data from would-be cyber attackers or other bad actors. It’s essential that in a digitized workplace, all employees are well trained on proper diligence when it comes to file sharing, large file security and general cyber security.
All kinds of businesses and organisations may be targeted for all manner of reasons, which is why no company should ignore this type of training. It’s essential that employees realise the rules for sharing company-owned files aren’t the same as when people are sharing their own personal photos on social media.
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