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Here are some tips for secure file transfers and what else to consider when sharing sensitive documents so your data stays safe
March 13, 2024
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4 minutes Read
Our lives are increasingly lived in the digital world. And while this brings numerous advantages, it also exposes us to the risk of data theft. Whether it’s sensitive personal, medical or financial information, anything bad guys get their hands on could be used for subsequent fraud or even blackmail. In short, failure to securely share your most sensitive files could have major consequences. No one wants to endure the stress, financial loss, and potentially time and effort required to clean up data after a major incident.
But with so many options available, it can be difficult to know where to start. Read on to learn more.
Why is secure file sharing important?
According to recent research, 61% of Americans have learned that their personal data has been compromised on at least one of their accounts. And over two-fifths (44%) say this has happened multiple times. Cybercriminals often target organizations that hold our data, Very. According to Verizon, more than 94% of data breaches in 2023 were financially motivated and more than 70% were committed by organized crime groups.
However, the same motivations drive cybercriminals to target individuals with phishing attacks. You may also fear that the government will snoop on your private data or that unauthorized users will be able to read sensitive information.
What to be wary of
There are many potential options for file sharing. Some, like USB sticks or other removable storage media, are clearly out of the question for online transfers and have other potential disadvantages. The following also have their disadvantages:
- FTP: The File Transfer Protocol (FTP) was created specifically for sharing files. But it lacks built-in encryption (unless you use its secure form known as FTPS or a secure alternative to FTP known as SFTP) and may require a complex setup that only tech-savvy businesses and individuals can handle.
- P2P:Peer-to-peer (P2P), which eliminates intermediaries, can work for sharing certain files, but without other precautions it is generally not the best option for sharing sensitive documents.
- Email Attachments: People often consider it the best way to send sensitive files. But they forget that many providers do not necessarily protect (encrypt) a message once it reaches the recipient. Also, what happens if your or the recipient’s email account is compromised? On many platforms there is also a size limit, which may not be useful 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 as well.
7 Tips for Sharing Large Files Safely
Cloud-based end-to-end encrypted file storage is suitable 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 providing a time-limited download link. This is important, as it means you can update files while they’re in use and everyone will be able to view the same copy.
However, not all solutions are created equal, and additional steps may be necessary to mitigate more serious security, privacy, and user experience issues. Consider the following:
- Choose end-to-end encryption (E2EE): Because your secrets are encrypted at the source and decrypted at the intended destination (and remain encrypted while in storage), E2EE is ideal for device-to-device data exchange. This therefore affects encryption at rest and in transit and means that even if the provider is targeted by cyber criminals, your data will not be revealed. In addition to E2EE cloud file sharing providers, E2EE email services are also available, although there are file size limits.
- Choose a provider focused on security and privacy. There are many offers on the market. It’s important to do some research beforehand to ensure the supplier you deal with is the right one. Read the privacy policies and understand how your data is protected.
- Remember access controls: To further improve security, make sure your files are password protected with strong, unique credentials to keep them safe from prying eyes. And enable two-factor authentication (2FA) to further protect your account from phishing and other attacks. Set up a sharing link so that those who have the link can access your files.
- Time-limited links: By setting an expiration date on download links sent to a recipient, you can minimize the risk of unauthorized access to your files. Some providers may also allow you to remotely delete files or revoke access once downloaded, for additional protection.
- Use a VPN on public Wi-Fi: If possible, do not log in to any sensitive accounts when connected to a potentially unsafe public Wi-Fi network. If you must do this, make sure you use a reliable VPN to encrypt your traffic.
- Large file support: Check size limits on 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 any incoming links to file-sharing sites with caution, even if they appear legitimate. Security software will scan such links or downloaded files for malware and will keep your computer safe from attacks designed to hijack or intercept 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 right service for your file sharing needs.