File Sharing

3 Need-to-Know Tips for Effective File Sharing

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File sharing can be a highly effective way to collaborate with your team. To share files quickly and efficiently, the tips below will come in handy for your business. You’ll also learn why fast online file sharing is vital for the success of your business. 

Why Share Files Online? 

Most companies have policies that require employees to share files in the cloud instead of sending email attachments. Here’s why: 

1. Security 

Sharing files via the cloud has enhanced business security immensely, especially when compared to other email and file transfer applications. Online file sharing involves sending or creating an encrypted file in the cloud. The main benefit of an encrypted file is that only those authorized to view it have access to it.

Also, the company that provides the cloud service is liable for security and privacy. So, you don’t need to worry about it. 

2. Increased Access

Having files stored in the cloud means employees can open and view them anywhere there is a reliable Internet connection. This means your team can securely view and edit files from practically any device worldwide. 

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3. File Protection 

Having large files stored remotely means you can always access them with any PC, phone, laptop, or tablet. Even if you leave your cell phone on the subway, you can still access critical documents as soon as you get to another device. 

Before You Begin File Sharing 

Stay Proactive

If you’re sharing files in the cloud at your business or at work, it will most likely block malware and viruses and maintains full encryption. So, only the person who you specifically shared the files with can see them. 

However, that’s not the end of the security issue. You still need to be careful when you are uploading your files. For example, as a system user, you may be able to change the permissions. For example, if you set permissions to ‘public,’ anyone can see what you upload. 

Even if the default settings look fine, you should double check that you’re sharing the file with the right parties before file sharing any documents. It’s best to be careful before putting documents in the cloud rather than worrying once documents are viewable to others. 

Another way to stay proactive is to perform document audits. For example, you can check and see everyone who has accessed your file. This way, if there is a mistake you can catch it before it escalates further.

Train Your Employees

You can have the best file sharing system with significant problems if your employees or team don’t know how file sharing works. 

Data leaks may happen if employees are not following guidelines to share documents. Every employee who accesses the file sharing system needs to know how it works. This should include how to change security permissions, upload, and download documents.

Workers also need to understand why they’re using the file sharing system. For example, supervisors should explain the types of documents they’re allowed to share and with whom. This will reduce mistakes and make your file sharing experience more secure than ever.

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Improve Password Security 

One of the biggest headaches with file sharing is with people who don’t use effective passwords. Every user should have a strong password to access the cloud-based file sharing system. 

The days of using ‘1234password’ are years behind us. Moreover, remember that hackers can use sophisticated software to crack easy passwords. 

Password standards may vary by system. However, experts often recommend the following features

  • Several unrelated numbers
  • Symbols
  • Lowercase and uppercase letters
  • At least eight characters
  • Words you can’t find in the dictionary

Another huge mistake people make is using the same password for many sites and systems. You should always use different passwords for every site you use. 

Furthermore, passwords need to be updated at least every three months. This is vital because hackers can break into a system, and you may not know it for months. So, if you change your passwords often, this reduces the risk. 

Final Thoughts

If you follow the tips here, you’re better assured that you’re only sharing files with those who should see them.

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