Sharing Best Practices - Cybersec Guide

 Although the processes that we employ to transfer information may have evolved over time, file sharing itself is not a novel idea. Since the dawn of human history, people have used a variety of methods, including minstrels, messengers, and even carrier pigeons, to deliver messages to one another.

Let's fast forward to the era of digital technology. Email and other means of file sharing are relied on heavily by businesses to facilitate the transmission of information between employees and customers. On the other hand, just like practically everything else in the world, there is an appropriate and an inappropriate approach to carry out tasks. And despite the fact that this information transfer could take place on a regular basis, your workplace might not have any regulations in place to oversee the ways in which files are shared.

The following are some helpful recommendations for excellent practices:

1. Be sure to keep your information secure.

Even while there are many different options for file sharing available on the market, not all of them are designed to safeguard the sensitive information you share or ensure that you remain compliant. Determine which of the available options will benefit both you and your company the most.

2. Limit your recipients

Most security breaches and data leaks originate from inside an organization. Reduce the potential for harm by imposing a 'need to know' policy on file access, which ensures that private records are accessed only by the authorized personnel and are kept hidden from workers who aren't privy to the information.

3. Keep things basic

Nobody is an expert on every piece of technology. Pick a method that everyone can use easily while yet maintaining a high level of safety. Your subscribers may be dissuaded from signing in if your system is too complicated, which may cause them to turn to less secure means of file sharing.

4. Give some consideration before you send.

This is the era of excessive information dissemination. Think about your justification before you send a paper to someone else: would a second pair of eyes make the job better? Do you need assistance in finding solutions to problems? If you cannot think of a specific reason why another person needs to see a document, it is in your best interest to keep it to yourself and not disclose it.

5. Make sure everyone has the latest version

To prevent the spread of inaccurate information, you should always make sure that you are communicating using the most recent version of the file.

6. Guarantee compliance

If you operate in a field that is required to comply with rules like HIPAA or PIPEDA, then you are already well aware that any file sharing methods you engage in must assist you in satisfying all requirements. Check to see that everyone you collaborate with maintains the same degree of diligence as you do.

7. Decide on the most appropriate approach.

The sizes of files continue to balloon. Take into consideration the transmitting technique before you send a huge file to someone else. Sending PowerPoint decks and video presentations may be a time-consuming process that can also fill up the mailbox of the recipient. Think carefully before you send anything since no one wants to deal with the dreaded notice that says "your inbox is full."

8. Manage devices

It's likely that using USB drives isn't doing you any favors. Even while encryption systems may assist secure your information on external devices, if you lose information that isn't stored somewhere else, the organization will still have to pay for it. Consider the possibility of doing away with USB keys completely.

9. Audit periodically

If you are going to be exchanging sensitive material, you will need to put in place a method for tracking who has access to the papers. This covers the time frame in which the information was provided as well as the individuals involved. The first step in avoiding improper handling of data is to monitor it with extreme care.

10. Revise frequently

Take some time to evaluate the effectiveness of the file sharing system used by your business. Ask workers for their opinion, and if the ideas they provide can be implemented in a reasonable and workable manner, do so.

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