Are You Making These (Critical) File Sharing Mistakes?

Businesses today are operating in a world where breaches of data are all too common. Threats such as phishing, hacking, or physical theft can all contribute to data loss that not only damages company operations, but also leaves a black mark on brand reputation. Unfortunately, an issue that is just as significant as data theft, is the loss of information through negligent or poor file-sharing practices.

We all know that securing data is critical – particularly for organisations in industries that are highly-regulated. Because of this, many businesses have put provisions in place to help protect data, yet employees can still hastily share information without the right security and controls. If you, or your staff are making any of the following file-sharing mistakes, you could be risking your security.

1.   Sending Unencrypted, Information-filled Emails

Thanks to cloud-computing, sharing information and files through email should be a thing of the past, and yet people are still turning to their online mail as a way of transmitting data to clients, partners, and other staff members. To avoid this in your organisation, all you need to do is implement an easy-to-use sharing and collaboration system on the cloud that meets with both your productivity, and security needs. Just make sure staff receive the right training to excel in the new system.

2.   Disregarding Security Policies

The higher you are in the operation of a business; the more important security becomes. However lower-level employees can often fail to recognise why certain strategies and policies have been put in place. In an effort to get work done faster, some workers may ignore security measures and share information without utilising the right safety precautions. To avoid this, enterprises need to establish and enforce regular security awareness and training programs so that employees know the danger of data loss.

3.   Accidentally Sharing with Unauthorised Individuals

This is another problem that occurs most often when businesses use old and outdated methods for file sharing. In new cloud-based operating systems for file sharing you can set up passwords and login information for the people you want to be able to view and access uploaded files. However, when data is sent through email and other methods, there’s always the option that it could end up in front of the wrong eyes. Organisations need to find solutions for managing and controlling user access to sensitive documents, as well as establishing protocols for how those documents can be shared.

4.   Using “Freemium” File Sync Applications

As cost-effective as they may be, free file sync and share applications generally don’t come with the same security controls and options that premium software provides. Unfortunately, using a free service to save extra cash could mean opening your business up to the risk of prying outside eyes, as well as threats like viruses.