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Three Principles for Secure File Sharing

September 13, 2018

Secure file sharing is a requirement for all business organizations these days. The persistent level of hacks and new legislation like GDPR means organizations need reliable cyber security solutions more than ever. And often it is when files are shared organizations are most vulnerable to hacks and violations. So how can organizations implement file sharing in a sensible and strong way? Here’s three principles that can help:

Three Principles for Secure File Sharing

Identity management for secure file sharing

Secure file sharing first and foremost requires organizations to be able to reliably identify who they are sharing data with. Strong identity management is the way to make sure only those trusted and approved individuals have access to any of the data on your network.

What’s key is that organizations use more than just passwords to manage accounts and identity. If log-in and identity management makes use of multi-factor solutions, preferably biometrics, they can create a far more robust and reliable solution. With biometrics, you ensure that people are who they say they are when they log-on to your network.

The best identity management solutions and security systems allow organizations to extend the same security to external partners as well. Internal sharing is a threat, but it’s when data is shared outside the organization it’s most in danger of being exposed. But how can external sharing be kept safe?

Encryption for secure file sharing

It’s with the extensive use of encryption combined with identity management that secure file sharing internally and externally is made possible. On a system like Global Data Sentinels, we don’t defend data by creating one firewall that protects everything, we encrypt and defend every file individually.

That encryption travels with your data wherever it goes, and then through identity management, encryption keys are distributed. That means you can give different people different levels of access. External partners might only be given the encryption keys to the one file they have been sent. Through identity management you know for sure it’s them receiving your file and then they are the only one who has the key to unlock your file.

Internally as well, users only have the encryption keys to data on a need to know basis, limiting the chance for accidental file sharing or exposure. Extensive encryption allows you to implement a granular and comprehensive security ecosystem that takes no unnecessary chances with data.

Reporting and tracking for secure file sharing

The final pillar to secure file sharing, is proper reporting and tracking of activity on your network and your files. Through identity management and encryption, organizations can see exactly what is going on with their data, who has or has tried to access what files, when and how many times. This allows organizations to spot, investigate and intervene suspicious activity quickly.

You also have full control at all times of who has access to what files. Organizations could revoke access to files for any user, internal and external, at any time should they change their mind.

Implementing secure file sharing is achievable through these three simple principles that we offer here at Global Data Sentinel. Do it right, and you remove many threats, protecting your organization and your customers’ data. Find out more here.