Growth in technology has prompted businesses to adapt to new ways of doing things. Smart businesses are now adapting to new forms of file sharing via the internet or network for collaboration, convenience and ease of accessing information. However, file-sharing also has its downsides, particularly in the form of cyber-security threats. If you haven’t made the leap yet, you are perhaps wondering how to make the transition. In this article, we will shed the light on this. We will cover everything you need to know about using file sharing for your business.
Benefits of File Sharing for your business
Encourages collaborations
File sharing encourages collaborations in that employees can work on a task together even though they are in different locations. Employee teamwork and collaboration are now more important in your business. It encourages people to share knowledge and information to help boost productivity in workflows.
Convenience
File sharing also promotes convenience in a business as employees can access information instantaneously. Files are shared literally in seconds! You don’t have to waste time going through documents to retrieve information manually, like in the traditional approach.
Less storage
Businesses that share files store and process their data in soft copy form hence less paperwork. Less office space is required because there is no need for extra space to accommodate paperwork. Business expenses like rent for storage office space and purchasing papers are also reduced.
Improves data integrity
If all security precautions are in place, file access through file-sharing infrastructure improves its integrity. Data is less prone to manipulation, loss, or any other manipulation that could interfere with its reliability and accuracy.
Risks involved with files sharing
Cybersecurity risks
The main challenge with digital data is the cybersecurity threats. Businesses, small or big, are struggling with cyber-security issues globally. According to a Cybercrime Magazine report, cybercrime is the fastest growing crime in the US. Cybercriminals are finding loopholes in software and networks to craft sophisticated attacks that are causing huge losses to businesses. File sharing is done over the internet, or any network will predispose your business data to attack. The best workaround is to invest in an enterprise-level secure file sharing solution to boost collaboration and cybersecurity in your business. Always use secure file sharing tools to enhance data privacy and security. Proper tools will safeguard your data against unauthorized access, malware, and phishing. You don’t want your data falling into the wrong hands.
Prosecution
Your business can be prosecuted due to copyright laws violation or plagiarism if files shared contain people’s ideas that you have made your own. Moreover, exposing your customer’s information knowingly or unknowingly can land you into trouble. Prosecution affects the business directly as you may be required to pay hefty fines. Worse even, you can incur costs that might lead you to close shop. The prosecution can also affect the reputation of your business; customers can lose confidence and trust in your enterprise.
Loss of privacy
File sharing increases the risks of losing privacy and more so when employees share the business information knowingly or unknowingly with a third party. The third-party can decide to use the information against your business. For example, customers’ credit information could be used for identity theft.
How to secure file sharing
Encrypt data
Data encryption converts it into an unreadable format that can only be accessed by authorized personnel via a decryption approach. For example, you can use a virtual private network between your virtual office spaces to encrypt and conceal your data. It will make it difficult for any third party to intercept the data. In case they intercept it, it will be unreadable and hard to decipher.
Safeguard passwords
Having a strong password is the most crucial step in securing file sharing. Ensure the passwords used in your business account are a combination of letters, numbers, and characters. Avoid sharing your passwords with anyone or even use the same password for different accounts. Change your password occasionally and do not save them on your browsers. Avoid writing down passwords; memorize them or keep them in a secure password manager tool.
You can also use two-factor authentication. In this case, you will be required to enter a code or a pin sent to your phone or email address or use facial recognition, or fingerprints on top of password authentication.
Protect your systems against malware
Hackers can use malware like viruses and worms to gain access to your system. We advise that you install updated antivirus and antimalware to your devices to safeguard against malware. Moreover, block malware from pervading into your devices and software by installing a firewall.
Educate your employees
Most data insecurity incidences are a result of human errors and negligence. Thus, it is essential to train your employees on secure file sharing. Let them be aware of measures that each of them should put into place to safeguard business files. For example, they should know the essence of protecting the passwords and identifying phishing emails. Enlighten them on using safe tools and networks like a Virtual Private Network (VPN) connection or about SSL certificates. Try to encourage them to report any security threat as soon as possible.
Final word
File sharing is important to every business as it boosts efficiency and productivity, more so in a remote workplace. However, you should know that file-sharing has its shortcomings. Well, you will need to take the necessary measures and implement secure file sharing in your business.
