Risky File-Sharing Practices — and How to Avoid Them
Just how safe are you files? Chances are, you may have more holes in your file-sharing system than you think. Ask yourself the following questions to see if there are ways you could step up your security game.
Are you too slow to adopt new technologies?
When businesses are slow to adopt secure, company-wide file sharing or cloud services, individuals take matters into their own hands. (Hey, they’re creative, that’s why you hired them, right?) This is why employees regularly turn to insecure file-sharing services, like Google Drive, so they can share information between devices and access it anytime.
Typically, their actions aren’t malicious — but their desire for simplified access can lead to major security issues. Mixing personal and professional data makes that data easy to intercept and it can lead to problems when someone leaves company, since he or she will still have access to that information.
How are people sharing their files?
If you don’t know how documents are being moved around your office, then there’s a good chance your team’s file-sharing practices could pose some serious security risks.
Employees need to share documents, but without a secure file-sharing system in place they’re forced to use less-than-safe practices. Here are the most common — and most insecure — ways employees share files:
- Emailing files: Unless files are encrypted, even a low-grade cyber-sneak can easily gain access to email attachments.
- Jump-drives: Flash drives are known for playing host to dangerous malware and viruses.
- P2P sharing: P2P technology is a hacker favorite. Although it makes sharing easy, it also gives criminals easy access to your company’s, your client’s, and your employee’s private data.
Do your employees know the risks of data loss and theft?
What your employees don’t know can hurt you — and it can give your IT team a lifetime of headaches.
Your best bet is making anyone who deals with files in your organization (which, let’s be honest, is everyone), aware of the dangers associated with data loss and theft. Not only can it cost the business, but if employees are mixing personal and professional information on their own devices, it could also lead to an infringement of their own privacy.
To help drive the point home, make sure you follow these guidelines:
- Be transparent about organization-wide policies regarding file sharing.
- Control user access.
- Perform regular audits.
The secret to file-sharing success
The best way to avoid file-sharing risks is to have a secure and user-friendly file management system in place, like Affinity SmartDrive. Not only will this remove the barriers for your employees who need to share files, but it will also give you and your IT team control over your company’s security. It’s the win-win you’re looking for.
[cta]Affinity Network Solutions has the secure file-sharing technology you need to protect your business, your clients, and your employees. Learn more — contact us by email or call us at (888) 682-8999.[/cta]
