Safe file sharing for teams: simple rules that work

Why File Sharing Needs The Impact of Consistency

There is a casual and careless approach to files employees use and share without giving thought to and the ones they neglect to share with. Sharing files with emails, links to files stored in the cloud, messengers, and other digital file-sharing methods can cause information to escape without the employees being aware of it even when adequate security is in place. Historically careless approach, as they protect all client data and most documents and info from internal strategies.

Predictable behavioral patterns lead to the structural behaviours that protect teams and businesses. If team members know exactly how to store, share and access files, the odds of unintentional exposure are greatly minimized.  

Guideline 1: Use managed access instead of open links  

While open or unregulated file-sharing links may seem simple and quick, they represent a lack of responsibility. Teams should use tools that allow:  

• file access on a user basis  
• access during a limited time frame  
• entry with a password  
• downloads are disabled or restricted  

These guidelines protect how only specified participants can open or engage with a file. If teams need to use open links, they should include a limited time frame for their use.  

Guideline 2: Keep files that are sensitive in organized systems.  

For regular materials, everyday cloud folders are sufficient. For sensitive documents, they warrant a higher level of organization. A balanced system – typically supported by a Virtual Data Room – will allow teams to silo internal information from sensitive project materials. It decreases ambiguity about where files should remain, and minimizes the risk of unintentional uploads to non-secured locations.  

Structured systems also allow easy changes of access to members of teams who change roles, transfer to another department, or leave the organization completely.

Guideline 3: Retain easy access to finer details of each version of the files

There are some files that contain sensitive and secured information. The inability to access or identify some specific versions of such files could lead to mistakes, workflow stagnation, and breaches. All teams should use email: 

• Integrated Systems  
• Versioning Naming Schemes  
• Versioning log  
• Version history  

Effective version control allows the entire workgroup to function seamlessly with the most recent information while ensuring contents do not remain dormant, unfiled, or remain available via private storage.  

Guideline 4: Do not send sensitive files via email  

Email is the communication line that is used the most and thus is the most dangerous communication line. Email attachments can easily be downloaded to unprotected end-user devices, and email accounts of recipients can be hacked gaining unauthorized access to data and breaches.

Share sensitive information through data-managed document collaboration and internal workflow systems.

Guideline 5: Review access control lists  

Access rights can and should be reviewed periodically. Team members who have broad access to files at the start of a project or initiative often wind up with significantly more restrictive access as work progresses. Regular control reviews allow teams to maintain effective governance of data access with respect to files that users should no longer be able to access.  

Correcting access rights and normalizing control to access lists gravitating to full control is generally sufficient in managing stale access rights.

Fostering a Safer File-Sharing Culture

Security is not a matter of technology alone—team practices are also crucial. Safer collaboration is possible if teams implement policies, use dedicated storage systems, review permissions periodically, and refrain from using ad hoc sharing tools.  

Tools given by companies such as Boundeal, which is developing features tailored to secure document sharing and permission control, are beneficial to teams as they foster safe collaboration. Coupled with internal policies, these tools assist organizations in building a culture of daily operational security.

Accountability within Teams: Implementation of Clear Policies

Accountability is a big part of secure file sharing, and if the employees themselves are unaware of their roles, then no advanced tools can replace weak internal practices. Clear, written guidelines regarding how files are stored, who can access them, how sensitive information needs to be shared, and when, must be created by organizations. These should be unequivocal policies communicated time and again for teamwide compliance.

Regular training reinforces secure behavior. Workers are much more likely to follow the rules consistently when they understand why security protocols, such as access limitations or the use of a VDR, exist. This closes security gaps and keeps team members in step with each other.