Gone are the days of sending physical files by mail or hand-delivering them to ensure their safe delivery. While there is no surefire or foolproof way to share files online, below are some tips to help you share sensitive files as safely as possible.
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7 tips for sending sensitive files online safely
1) Restrict access to files
Red skull and bones next to protected files on a computer screen (Kurt “Cyberguy” Knutson)
When sending sensitive files online, think of them as confidential documents that require strict security protocols. Most file sharing services offer strong access control settings that are essential to protecting your data. By default, shared links can potentially allow anyone to access your files, creating a huge risk if the link is accidentally shared with unauthorized individuals. To mitigate this, proactively adjust your settings as follows:
Restrict access to specific individuals: We assign access only to designated email addresses or users registered on the platform, ensuring that only verified individuals can view, edit, or provide feedback on files.
Use advanced permissions: Customize user permissions with granular control to determine who can download, edit, or simply view files, preventing unauthorized modifications and distribution.
Enable link expiration: Set shared links to expire after a set period of time or intended use to reduce opportunities for unauthorized access.
Track file activity: Use the platform’s tracking features to monitor who accessed your files and when, providing an audit trail for security purposes.
With these measures in place, you create the digital equivalent of a secure, locked file cabinet, ensuring sensitive files remain confidential and only viewable by those authorized to view them.
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2) Update your software regularly
If your system is not safe and secured, your files cannot stay safe and secured. Regularly updated Securing your operating system software and the applications you use reduces your exposure to certain vulnerabilities, and this practice is not just a recommendation, it’s a critical component of a strong cybersecurity strategy.
Software updates don’t just add new features. They’re often released to patch security holes and fix vulnerabilities discovered since the previous version. Cybercriminals are constantly scanning for systems with outdated software installed to exploit these weaknesses. Applying the latest updates can help close these vulnerabilities, making it much harder for attackers to gain unauthorized access to your system. Running outdated software is like having unlocked doors to your digital house. It exposes you to a variety of risks, including:
Malware infection: Outdated applications are Malicious softwarewhich can spread across a network and potentially corrupt files or steal confidential information.
Data Breach: Unpatched vulnerabilities include: Data BreachSensitive data, including personal information, financial details, and intellectual property, will be exposed.
3) Password protect your files
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When possible, Password protect your files Password protection is a must for any file you share online. It’s an extra layer of protection that must be bypassed to access the file. With password protection, anyone with access to the recipient’s device must know the password to access the file. Password Manager Generate and store complex passwords.
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4) Choose a reliable file sharing service
When sending sensitive data online, the integrity of the file sharing service is paramount. Choosing an established, trusted platform will ensure that there is no risk of unauthorized access or unauthorized access. Data BreachHere are some of the most popular and secure file sharing services with a reputation for reliability.
Microsoft OneDrive: OneDrive seamlessly integrates with Windows and Office 365, and advanced features like Personal Vault add an extra layer of protection, giving you a safe and efficient way to store and share your files.
Dropbox: A pioneer in cloud storage, Dropbox has evolved to offer advanced security features like two-factor authentication and file encryption, making it ideal for storing sensitive information.
Amazon Cloud Drive: Backed by the tech giant, Amazon Cloud Drive offers a secure and reliable platform for storing and sharing files, with comprehensive controls to manage access and permissions.
Google Drive: Known for its user-friendly interface, Google Drive offers robust sharing options, powerful collaboration tools, and industry-leading security measures to protect your data.
Each of these platforms offers its own features and security protocols, and it’s important to evaluate each one based on your specific needs. For example, if collaboration is a key aspect of your workflow, Google Drive or Microsoft OneDrive may be a better fit because they integrate with productivity suites. On the other hand, if you’re looking for simple file storage that’s easy to retrieve, Dropbox and Amazon Cloud Drive are great choices.
If you would like to know more about the functionality and security features of these platforms, please see below. “The best way to save and restore documents” This gives you valuable insight into optimizing your file management practices while maintaining the highest security standards.
5) Install and use powerful antivirus software
Before uploading or downloading files to be sent or received, Antivirus programs Run a malware scan. There’s no point in safely sending or receiving corrupted files. If you don’t have antivirus software, install one. It’s also the best way to protect yourself from clicking on malicious links that install malware that could access your personal information. We recommend installing a strong antivirus on all your devices. This will also warn you about phishing emails and ransomware scams. We’ve handpicked the winners of the best antivirus protection of 2024 for Windows, Mac, Android and iOS devices.
6) Encrypt your files
A person typing the words “Your personal files have been encrypted” into a laptop (Kurt “Cyberguy” Knutson)
Although emails seem to be sent instantly, email files can be intercepted as they travel between you and the recipient. Even if cybercriminals do intercept the files, EncryptedIf there is a breach, the files will be unreadable and useless. By encrypting your files, you create a strong barrier that maintains the confidentiality and integrity of your data, ensuring that only the intended person can decrypt the message within.
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7) Enable two-factor authentication
In today’s digital world, protecting sensitive files during online transmission is crucial, and one of the most effective security measures is Two-factor authentication (2FA)This advanced security protocol requires two pieces of proof of identity, significantly strengthening the protection of your digital assets. 2FASo you first enter your username and password, then a second form of identification, like a code sent to your mobile device, a fingerprint, or facial recognition.
The importance of 2FA cannot be overstated. Not only does it reduce the risk of password theft, it also offers a range of verification methods to suit your preferences and provides instant security alerts to any unauthorized access attempts. To implement 2FA, always check your platform’s security settings and enable it wherever possible.
For a more secure experience, consider using an authenticator app that generates time-sensitive codes. It’s also wise to have backup codes and a secondary authentication device ready in case your primary 2FA method is unavailable. Incorporating 2FA into your security routine will ensure that your sensitive files remain private and well-protected during online transactions.
Important points about the cart
Cloud and file sharing services make life a lot easier, but it’s important to protect what you share, especially sensitive files. Not all files are password protected on all file sharing platforms or secure during online transfers, so following the seven steps above will help keep any sensitive files shared online safer.
What additional measures do you think are needed to improve the security of currently available file-sharing platforms? Cyberguy.com/Contact Us.
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