10 Tips on Sending Files Securely for Employees

Using secure methods to send files and documents safeguards sensitive information, protects against cyber threats, upholds privacy, ensures regulatory compliance, and fosters trust among stakeholders.

1. Educate on Phishing Scams: Ensure employees can recognize phishing emails. Cybercriminals often disguise themselves as trustworthy entities to trick individuals into sending files or revealing sensitive information.
2. Use Encrypted File Transfer Services: Platforms like WeTransfer Pro, SendSafely, or Filemail offer encrypted file transfer capabilities, ensuring that your data is protected during transit.
3. Implement Two-Factor Authentication (2FA): Encourage the use of 2FA for all platforms and services. This adds an extra layer of security, requiring not just a password but also a second verification step.
4. Avoid Sending Sensitive Files via Email: Email is not a secure method for sending sensitive files. If it’s necessary, use password-protected ZIP files and share the password through a different communication channel.
5. Use Virtual Private Networks (VPNs): If employees are working remotely or from public networks, a VPN can provide a secure tunnel for all data transfers.
6. Regularly Update Software: Ensure that all software, especially your operating systems and antivirus programs, are regularly updated. Cybercriminals often exploit vulnerabilities in outdated software.
7. Use Secure Cloud Storage: Platforms like Dropbox Business, Google Drive for Work, or Microsoft OneDrive for Business offer encrypted storage solutions. Share links to files rather than sending the actual files, and always set expiration dates for shared links.
8. Limit Access: Not every employee needs access to all files. Use permission settings to ensure that only those who need specific files can access them.
9. Regular Backups: Ensure that all important files are backed up regularly. In case of any security breaches, having a backup means you can restore your data without significant loss.
10. Have a Clear Policy: Establish and regularly update a clear company document management policy on how to handle and transfer documents and files securely. Regular training sessions can help reinforce these practices. Confidential data, at the very least, should be denoted as such.

By following these tips, companies can significantly reduce the risks associated with file transfers and ensure that their data remains in safe hands. Speak to one of our cybersecurity experts at Archway Securities to find out more.