10 Tips for Safe and Efficient File Sharing
File sharing is the process in which digital media is shared among devices. The art of file sharing is not a new thing as it began in 1967 when Alan Shugart invented the floppy disk. This technology has evolved over the years from people being able to share a single file to multiple ones by one click of a button.
Currently, there are no limits on the number of files that you can share. The process involved is both simple and straightforward.
Making use of technological tools
In recent years, there have been advancements in technology that now allows you to zip files and share them. There are companies that pioneer in the provision of tools for compressing, zipping, and achieving files. The beauty of using such tools is that they will reduce the size of the document without tampering with the format and appearance. They also have an option to input security measures so that files can only be accessed by authorized people alone.
But, what are the benefits of file sharing? When done safely, it:
- It is affordable which allows teams to have access to relevant information at a low cost.
- The process is efficient as the technology available allows you to share files promptly.
- Based on the service that you are using, files shared can be accessed from any location.
- It fosters collaboration especially if you are using cloud computing that allows users to edit the information online.
Currently, there are numerous ways in which you could share files safely. Below are 10 tips on how to share files safely and efficiently:
1. Avoid emails
Emails may be convenient but they are not the best when sharing documents with confidential information. These platforms are prone to hacking which could result in confidential files landing in the hands of authorized personnel.
2. Update your security software
Often people forget to update their software which leaves them vulnerable. Hackers know this and tend to take advantage of systems that are not updated.
3. Encrypt with passwords
Technology has made it possible for people to incorporate passwords on files that they do want people with prying eyes to see. To ensure that a document is not easily accessible, you need to encrypt it with a complicated password that has upper and lower cases as well as symbols and numbers. When you leverage encryption, you will significantly reduce the penetrating power of various cyberattacks.
4. Change passwords often
It is recommended that you change your passwords often preferably every month. Because it can be difficult to remember to make these changes, you need to note down the dates when passwords need to be changed.
5. Use secure connection
Remote workers are among the people who are fond of sharing information among themselves. Suppose you work away from the office, you need to ensure that your connection is secure before sharing any files. Be extra careful if you are using a public WiFi.
6. Refrain from suspicious downloads
The rule is that whenever you are sharing files using digital platforms is that you never download files that you do not trust. Hackers can incorporate viruses, spyware, and adware on files to gain access to your system. Thus, you should never open downloads that you do not trust.
7. Double-check inbox emails
Working from home will have you receiving a ton of emails from various stakeholders, customers, and colleagues. It is always safe to check the sender of the email several times before opening any attachments that come with it. Sometimes a sender may appear legitimate, your job is to look keenly so that you protect your files and digital devices.
8. Utilize safe file-sharing programs
There exist programs that you can use to share files with colleagues. Among them are Enigmail., pCloud, Resilio., SpiderOak., and Signal. These programs should have features such as web editing, remote file access, and file locking as well as mobile access.
9. Refrain from clicking links
Do not make it a habit of clicking links that come with files that you receive. If you are in doubt, you should hover around the link a couple of times before clicking it. When your gut tells you that you should click a link, you need to listen to it.
10. Avoid USB drives
Flash disks and external hard drives are not the best tools to share files with them. Given their size, they are bound to get lost and are easy to steal as well. Suppose, they fall in the wrong hands, you lose valuable data.
File sharing is one of the most important technologies we have. It enables teams to work together onsite and remotely. However, this process is prone to the risk of hacking hence the need to share files securely.