Most traditional methods of sharing files, like email attachments or VPNs, often fail to ensure content security. So, what’s the most secure way to share documents with your team, partners, or customers? The answer lies in the cloud.
Cloud-based file sharing offers strong security features to protect your content. Tools like encryption, access controls, and audit trails ensure your files stay safe and accessible only to the right people. You can also take advantage of services to receive fax online, adding another layer of convenience and security for sensitive documents.
Let’s dive into the top security features that let you share documents confidently.
Tips for secure document sharing
Follow these nine steps to ensure safe and secure file sharing.
1. Choose an enterprise-grade document sharing platform
A cloud file-sharing solution serves as a central hub for managing and securing documents. When evaluating platforms, consider:
- Security: Look for features like threat detection, access controls, and end-to-end encryption.
- Ease of use: Simple interfaces make file sharing easier and reduce errors.
- Compliance: Ensure the platform meets regulations like GDPR or HIPAA.
- Scalability: Choose a solution that grows with your business seamlessly.
- Integrations: Ensure compatibility with third-party apps to streamline workflows.
- Cost: Look beyond price and consider added value like support services for easier onboarding and minimized downtime.
By focusing on these factors, you can find a platform that boosts productivity and meets your needs. Plus, with the right cloud solution, you can even fax without a fax machine, making outdated workflows a thing of the past.
2. Automate data classification
Quickly identify document confidentiality with automated classification tools. These tools organize files into categories like confidential, internal, or public, streamlining workflows.
AI-powered systems can scan for sensitive information, such as social security numbers or financial data, and instantly apply your policies. Some tools even block sharing of restricted files, keeping sensitive data secure.
3. Implement data leakage prevention controls
Data Leakage Prevention (DLP) acts as a security guard for sensitive information. It helps by:
- Preventing data breaches: Stops accidental leaks, which cause 68% of breaches due to human error.
- Monitoring suspicious activity: Flags unusual downloads or access from unfamiliar locations.
4. Apply granular access controls
Control who can view, edit, or share documents with granular access controls. This secures file sharing and allows you to:
- Organize user groups: Assign roles like sales, HR, or customer support.
- Set permissions: Decide who can view, edit, or delete files.
- Use passwords: Add extra security with password-protected files.
- Set expiration dates: Auto-expire shared links to prevent future unauthorized access.
5. Activate advanced authentication
Stronger user verification enhances document security. Options include:
- Multi-factor authentication (MFA): Adds steps like a code or fingerprint for added security, even if passwords are stolen.
- Single sign-on (SSO): Simplifies login with one set of credentials across apps while enforcing strong password policies.
Choose cloud solutions that support MFA and SSO for better protection.
6. Encrypt your documents
Encryption makes files unreadable to unauthorized users by encoding them during storage (at rest) or sharing (in transit).
Cloud platforms simplify encryption, ensuring documents stay secure even if shared accidentally. Without the decryption key, recipients can’t access the content.
7. Add watermarks to your files
Watermarks provide visible ownership proof and deter unauthorized sharing.
Vector-based watermarks validate the document’s authenticity and track its distribution. If someone shares or edits a file without permission, the watermark helps trace its source.
8. Use version control to track changes
Version control eliminates confusion by keeping a clear record of all document changes.
Platforms with this feature let you view, compare, and restore previous versions, avoiding loss of critical information due to accidental edits.
9. Ensure compliance with audit trails
Audit trails track who accessed, downloaded, or edited documents, promoting accountability and compliance.
Many cloud platforms include detailed audit features to monitor file activity and ensure regulatory adherence. These insights also help identify users or teams needing extra training in secure document handling.
By following these steps, you can protect sensitive information, improve workflows, and stay compliant with industry regulations.
