Documents, songs, videos, files, and much more are stored and shared through computers. File sharing involves any such files transferred from one device to another (from a remote location).
While the transfer takes place automatically, there are tons of pros and cons attached to it. Frauds and tons of other challenges are a part of file sharing. While most of us look for secure file sharing options, there is a lot to know and learn about it.
With remote work on the rise, secure file sharing has been a priority for most organizations. Let us look at a few pros and cons that one needs to consider with secure file sharing.
Pros
- Large file transfers with network connection
- Easy to collaborate with remote teams
- It makes the central file server redundant (risk of files always online)
Cons
- Not cost-efficient
- Tracking files once shared is challenging
- Chances of acquiring Malware and other virus is much higher
File-Sharing Stats
Risks involved with file sharing
File sharing has evolved from floppy disks, gone through the burning of the CD stage along with a few others and finally reached multiple ways of online sharing where some of them are secure and a few others or not.
The earlier methods involved risks of physical loss; the others faced issues like scratches on the device.
The modern techniques of file sharing require professionals to be worried about safe and secure file sharing methods. Phishing, Malware, and a few other types of threats are a part of the peer-to-peer network, file sharing forums, and a few different file-sharing options.
Some of the risks faced in today’s secure file sharing methods:
1 . Identity Theft
Individuals put themselves at risk the moment they visit a file-sharing website. Details like IP address and other sensitive information can be exposed and later misused. Infected files disguised with similar file names quickly get through the user’s computer defences.
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Details like IP address and correct name can enable phishers to acquire private financial information. Using secure file sharing methods is one way of avoiding being a victim of identity theft. Checking for permissions from copyright holders and avoiding pirated software usage are a few other ways to prevent any legal challenges.
2 . Broken Defence System
Downloading files from a P2P network may often require you to lower the firewall defence of your computer. Most often, users find it ok with it and provide permission, and that is how the battle with the virus begins!
Because once you let the firewall lose, there are tons of things that can go wrong. From hackers to virus threats, numerous things go wrong when the firewall defenses get compromised.
3. Malicious Software
P2P networks enable files to be shared with millions of people globally in a day and allow hackers to attach malicious software. Malware usually disguises as data files, pirated, and presented to innocent downloaders.
Once the infected file gets into the system, it spreads to the entire connected network, and the whole network is at the risk of being attacked. Secure file sharing and downloading files from certain websites are the only ways to avoid any issues.
P2P networks offer tons of unpaid download options which may otherwise require payments for download, making it a perfect place for risks. Avoiding them and using secure file sharing systems is the best way to stay safe.
Seven tips for practicing secure file sharing
1 . VPNs are a safe bet
The COVID has brought about tons of challenges, and remote working for organizations that have never done it before is among them. With increased workforces moving remote, companies find it challenging to ensure online safety since it is impossible to control where the remote workers work.
So the best option is to connect to networks through a VPN. The VPN ensures that the data exchange happens through a safe tunnel, thereby ensuring secure file sharing.
2 . Password enabled
Passwords are another way of protecting ourselves from any online threats. However, setting up those easy to guess passwords are a recipe for disaster. That is why setting passwords with special characters, symbols, numerical, and a combination of upper/ lower cases helps make a strong password that is very difficult to guess.
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Multi-factor authentication helps to stave away unwanted people from accessing important files.
3. Secure file sharing
Safe and secure file sharing is a priority for all of us. However, busy schedules and project deadlines sometimes push all of us to overlook the best practices of secure file sharing. At the same time, it is easy when under work pressure; it may prove costly when the files are available to a vast audience.
Educating/ training the teams about the importance of secure file sharing and the risks involved with the lack of it is crucial. Training the teams about adopting secure file sharing options and the organization’s policy on secure file sharing saves the teams from many problems.
4 . End-to-end
P2P methods of file sharing with end-to-end encryption. In case of encrypted file transfers between two users where the file gets encrypted while sending and gets decrypted at the receiving end, making it the safest way for file transfer that does not let anyone manipulate and seek unauthorized access.
Encryption needs a robust algorithm where an Advanced Encryption Standard is a part of it. The US government also uses AES for protecting classified information.
5 . Multi-factor authentication
Multi-factor authentication ensures there are no unwanted visitors to the file/ information. Password/PIN, a token/ text, and a voice/ biometric identifier work best for a secure file sharing method.
Fraudulent practices cannot get through the pin, token, and biometrics. Any more layers of authenticity may create barriers.
6. Expiration dates for files
Setting up expiry dates for files ends the accessibility by default. Once the time window is closed, the file will not be available to anyone. This way, there will not be any files available on the internet after the transfer.
7 . Password managers
A shared login credential is standard in a small organization. While it is not a secure way of managing file sharing, it is cost-efficient. Using a password manager may be a lot safer in such cases.
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It means two people can share the password, and the file can be kept in an encrypted vault so that the other user can download the file with the help of the password.
Conclusion
In a world where working from anywhere in the new normal, a secure file sharing option is becoming increasingly challenging. Cloud storage, content control, and access to files from multiple devices are a part of daily activity in any organization. There are tons of automated version control software available in the market.
This software ensures secure file sharing for teams. It also offers workflows and audit trails. A secure portal/ internal workspace, sharing documents, and much more is all part of a day’s work.
An enormous amount of data gets transferred between clients, teams, and other stakeholders in every organization on any given working day. The amount of damage with mishandling of such data transfer is unfathomable.
That is why secure file sharing must be a norm in every business/ organization!
