Digital File Security: Syncing, Sharing, and Team Collaboration

In our technologically saturated world, digital devices, software, and tools are becoming increasingly ingrained in our lives and daily work tasks. It’s second nature to back up important files and collaborate with colleagues using Google Drive, One Drive, Sharepoint, Dropbox, or other similar programs. These programs allow team members to communicate and collaborate more effectively and knock group projects out of the park, even if key players are working from different zip codes– a situation that many companies had to transcend after moving to virtual work following the advent of the COVID-19 pandemic. 

Remote Collaboration Cybersecurity Concerns

Now that most companies have figured out how to streamline their workflows and prioritize results rather than strict oversight, it’s time to tackle the next behemoth– sharing files securely. 

Cybersafety is always a top concern for businesses and while collaboration is essential to success, as a business owner you need to know the risks associated with document collaboration tools and virtual asset sharing. 

Unfortunately, many cybersecurity risks can arise based on the devices, network, tools, and browsing habits collaborators use. If workers must switch between different devices and programs to do their jobs, there’s a higher chance that proprietary information and sensitive data could fall into the wrong hands. The nature of these jobs and the need to utilize cloud-based file sync and share services can put entire companies at risk for security breaches, reputational distress, or even cause legal trouble. 

Discreet File Sharing Practices For Regulated Industries

If you operate in finance, healthcare, law, or an equally sensitive industry– you know how devastating a security breach could be to your company. That’s why business owners and project managers need to develop safe large file sharing procedures and ensure that all contributors are well educated about company file syncing and share protection procedures. 

If digital files are being sent between personal computers, laptops, tablets, and smartphones, they must be encrypted from end to end. Employees also need to be provided with software that allows for user and version history tracking. If employees join or leave the company, ownership settings must be promptly adjusted to mitigate security risks. 

Digital Document Collaboration Security

The file sharing tool your company utilizes will depend heavily on your industry and security needs. If you’re looking to improve collaborative efforts without compromising company security, work with a third-party IT company like Computer CPR to ensure you have the right system to protect your data and reputation. But if you’re looking to get started with a file sharing service right away and you’re not looking to invest in IT support, we recommend that you look for a system that offers version history tracking, file access management, and strong security. 

Track Version History

Some consumer-first file collaboration tools require users to download a file, edit it on their personal device, and then re-upload the revised version. Meanwhile, more intensive enterprise-grade solutions like G-Suite include live editing solutions and instantly save work to prevent data loss. This also ensures that all interested parties have the latest information and can contribute or provide updates without jumping from department to department. 

Create Strong Passwords

Staff members need unique passwords and credentials for all company platforms and sensitive files. For an extra layer of security, you may also want to require two-factor authentication also known as multi-factor authentication (MFA) to ensure the people inputting login credentials are who they say they are.

Multi-factor authentication requires users to input a password and then send a unique code through a text, email, or sometimes an app. Once the user has been verified, they can continue to the file. 

You may also want to consider using single sign-on (SSO), a verification solution that lets users access multiple applications using one login. SSO is a convenient option for employees and it reduces the potential for cyberattacks by minimizing network entry points. 

We especially recommend implementing one of these password solutions if you operate within a sensitive industry or have a business that must adhere to heightened compliance regulations.

Limit File Access

Not every staff member needs full access to company and client data. You can limit which files are downloadable, accessible, or can be synced. Companies can choose between adding users to collaborative files as they’re needed, remote data wipe solutions that can be implemented if files are lost or stolen, or a host of other options. Each business is unique and it’s up to the company’s key decision-makers to implement the right staff segmentation solution. 

Regularly Backup Data and Update Systems

Any decent file collaboration service should be easy to use and flexible. But data security is about more than hundreds of files flying in and out of the cloud every day for users all across the country (or the globe). The best IT strategy combines reliable data backup in several physical and cloud locations with comprehensive sync and share features, providing you peace of mind that your data is properly protected—and accessible when and where your employees need it.

Secure File Sharing Tools

If you’ve been putting up with lousy file sync and share features, jumping into an unproven solution won’t help. When evaluating data security against day-to-day productivity, it’s critical to strike a balance between the potential hazards and the concrete rewards. “Think before you sync,” as top cybersecurity experts frequently advise.

Cybersafety and File Security Services

Whether your workers are currently working from home or are largely in the office, every company needs a reliable file collaboration solution. We help local businesses move beyond consumer-based file sharing technology and strive for watertight document security, flexible file collaboration, and better compliance tailored to your company’s needs. Are you looking for a better method to share papers, help your team, and streamline your daily processes? To schedule a preliminary consultation, contact Computer CPR in Southlake, Texas.

Scroll to Top