Safe file-sharing practices

Many organizations today use file-sharing software to allow for more effective communication and collaboration on documents in the office. While the ability to share files is undoubtedly useful as it improves efficiency, files that aren’t properly protected and land in the wrong hands can lead to serious issues ranging from fraud to identity theft. The reason these shared files are vulnerable is because much of the data is stored by the organization’s internet service provider. A recent entrepreneur.com article provides some suggestions on how to prevent your organization’s shared files from falling into the wrong hands.

1. The first step to take is to make your employees aware of the risks associated with file sharing and be sure they are educated about security practices in general. If your employees have a good understanding of the risks involved they will be more likely to take the necessary precautions to protect the files they are working with.
2. If you are using the cloud as a location to save and edit your shared files, you need to be sure only authorized users have access to them. To achieve this, you will want to consider upgrading to a service that allows you to set permissions so that files can only be accessed by authorized users such as OptfinITy Sync. Some cloud-based file storage systems even offer tracking features which show who has sent, received, opened and shared a document. With these cloud service features, you can have peace of mind knowing your files are not being accessed by unauthorized users.
3. Make sure all your content management systems are up to date and make sure your staff is constantly educated on the latest software. This will allow your content-management system to better protect sensitive files and ensure that your employees are doing their part to keep the information safe and secure.
4. Implement an integrated security system that covers all bases when it comes to security threats. While it is an option to use stand-alone security systems that focus on specific areas, such as one for email security and another for file-sharing, it is most practical to use one that covers all your bases.

Being cloud users ourselves with a great product like OptfinITy Sync we would be happy to answer any questions you may have regarding the security of the file sharing software you are using. Please don’t hesitate to give us a call at 703-790-0400 or visit us on our website at www.optfinity.com.