By now, almost every business has ditched the paperwork and physical documents (for most of their tasks) in favor of digital files and digital documents. And with it, they have made their offices paperless and enhanced their workflows. However, when it comes to the sharing of these files, most organizations face the challenge of balancing productivity and security. As every industry has started shifting to digitalization, there is a need to provide the facility of easy file sharing for business purposes between employees and third parties to achieve faster and more efficient business processes.
But easy file-sharing and collaboration have their downsides like security measures are often less than ideal which potentially puts sensitive data at risk. This vulnerability can lead to the risk of data loss, cyber-related attacks, file corruption, or unauthorized access to the system. This is why a user access review software becomes of utmost importance for business organizations. This article is a blend of information about file-sharing; from transfer methods to strategies of staying safe and secure.
Basic Understanding About File Sharing for Business:
Most of us think file transfer is the process of transferring or moving any type of computer file or document from one device or system to another through different methods. Although, this is absolutely right yet there is something more to file transfer. For instance, when you log into your Facebook account, you transfer your data to that social media network which is a file transfer too.
Similarly, when you are searching for something on Google, data transfer occurs again. All these various ways of data transfer can be considered as file transfer because they require a receiver and a sender Conclusively, every action you carry out online is mostly a file transfer and needs to be secured for the safety of your business.
Most Common Methods of File Transfer Businesses Use:
There can be many ways to transfer files between systems but we are enlisting here a few of the most popular ones.
Transferring Through USB:
Physical drives are usually used for transferring large files. However, this offline method has some limitations. The process of transferring files is done on one device at a time and the USB device holds no record of which devices the data has been transferred to. Additionally, there is a risk of the device being misplaced, stolen, or damaged, making the data irretrievable. Lastly, this process of file transfer is very costly.
Transferring File via Email:
Stating it in the simplest form, email attachments are a form of instant file-sharing. You can share your documents in multiple threats even though there is a limit on file size.But this method of making different versions of a document could lead to confusion and the misplacing of files. Also, emails are one of the most common targets for cybercriminals. Hence, there is a great chance of data breach.
Business File Sharing by Means of FTP:
File transfer protocol (FTP) is an elementary and effective method of file sharing services to transfer large files, such as archives. The downfall of this method is that it is not very dynamic and not suitable for managing collaborative documents.
File Transfer by Virtue of Cloud:
Cloud services host the documents on a central repository from which all users can access concurrently. You can control the access permissions of documents to keep them protected even though they are hosted by a third party.
P2P File Sharing:
Peer to peer (P2P) instant file sharing format is a very secure method to transfer private files within a group. P2P file transfers are shared among the network connections of a small group Rather than using a central server, . This keeps files private, but is usually slow and also not useful for collaborative projects.
Tools for Document Collaboration:
Third-party hosting offers much more than storage and ease of access. When hosting a project’s documents centrally, multiple users can work in the same file simultaneously. This type of shared access means that genuine collaboration is possible from a range of devices and remote locations.
Ways to Secure File Transfer:
- All systems, devices, and cables must undergo necessary checks to work appropriately and be viable enough to use. Also, systems and software should be kept updated because it is essential to safeguard all company devices.
- Use secure file share platforms like Google drive, box, and file-sharing services offered by well-reputed businesses.
- To additionally secure the file sharing for business, set a password using the BitLocker feature.