How
Here are some tips for secure file transfers and what else to consider when sharing sensitive documents to keep your data safe
March 13, 2024
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4 minutes reading
Our lives increasingly take place in the digital world. And while this brings a host of benefits, it also exposes us to the threat of data theft. Whether it’s sensitive personal, medical or financial information, anything the bad guys get their hands on can be used for follow-up fraud or even blackmail. In short: not securely sharing your most sensitive files can have major consequences. No one wants to go through the stress, financial loss, and potentially time and effort it takes to clean up after a major data incident.
But because there are so many options, it can be difficult to know where to start. Read on for more information.
Why is secure file sharing important?
According to recent research61% of Americans have learned that their personal information has been compromised on at least one of their accounts. And more than two-fifths (44%) say this has happened multiple times. Cyber criminals often target the organizations that store our data, massively. According to VerizonMore than 94% of data breaches in 2023 were financially motivated, and more than 70% were committed by organized crime groups.
However, it is the same motivations that cause cybercriminals to target individuals with phishing attacks. You may also be concerned about government snooping on your private data, or about unauthorized users being able to read confidential information.
What do you have to pay attention to
There are plenty of possible file sharing options. Some, such as USB sticks or other removable storage media, are clearly excluded from online transfers and come with other potential drawbacks. The following also have their disadvantages:
- FTP: The File Transfer Protocol (FTP) was specially developed for file sharing. But it lacks built-in encryption (unless you use the secure form known as FTPS or a secure alternative to FTP known as SFTP) and may require a complex setup that only businesses and tech-savvy individuals can handle.
- P2P:Peer-to-peer (P2P), which eliminates the need for an intermediary, may work for sharing some files, but unless other safeguards are in place, it is generally not the best option for sharing sensitive documents .
- Email attachments: People often consider this the best way to send sensitive files. But they forget that many providers do not necessarily secure (encrypt) a message once it reaches the recipient. And what should I do if your or the recipient’s email accounts have been hacked? Many platforms also have a size limit, which may not be good for large image or video files. A proven service that offers dedicated end-to-end encrypted email is generally a better option in many scenarios, but there are other options too.
7 tips to share large files safely
End-to-end encrypted cloud-based file storage is the solution for most people, especially where the above solutions fail. If you take the right precautions, it can provide a secure cloud storage facility, where your files are kept under lock and key. You can then invite selected users to view them by offering a time-limited download link. This is important because it means you can update files while they are in use and everyone can view the same copy.
However, not all solutions are created equal, and you may need to take additional steps to address the most serious security, privacy, and user experience concerns. Imagine the following situation:
- To elect end-to-end encryption (E2EE): Because your secrets are encrypted at the source and decrypted at their intended destination (and remain encrypted while stored), E2EE is ideally suited for exchanging data from device to device. This then includes encryption at rest and in transit and means that even if the provider is targeted by cybercriminals, your data will not be exposed. In addition to E2EE cloud file sharing providers, there are also E2EE email services available, although there are file size limitations.
- Choose a security and privacy-oriented provider. There are many offers on the market. It’s important to do some research beforehand to make sure the provider you choose is the right choice. Please read the privacy policy and understand how your information is protected.
- Remember access controls: To further enhance security, make sure files are password protected with strong and unique credentials so they are safe from prying eyes. And enable two-factor authentication (2FA) for further account protection against phishing and other attacks. Set up a share link so that those with the link can access your files.
- Temporary links: By setting an expiration time for the download links you send to the recipient, you can minimize the risk of unauthorized access to your files. Some providers also let you remotely delete or revoke access to files after they’ve been downloaded for further protection.
- Use a VPN on public Wi-Fi: If possible, avoid using sensitive accounts when logged into a potentially unsafe public Wi-Fi network. If you need to do this, make sure you use a trusted VPN to disrupt all traffic.
- Large file size support: Review the size limits of your selected cloud file sharing providers to ensure you can send data quickly and easily.
- Use security software: It goes without saying that you should treat inbound links to file sharing sites with caution, even if they appear legitimate. Security software scans such links or downloaded files for malware and protects your own machine against attacks designed to hijack or eavesdrop on communications.
We all have different tolerances for security and privacy risks. But using the above tips as a rough guide, you should be able to select the service that’s right for your file sharing requirements.
