Discover simple tips for sharing sensitive files safely and protecting your data from risks.
In today’s digital world, we rely heavily on online convenience. But with that convenience comes risk—especially when handling sensitive data. Personal information, medical records, and financial documents can be misused if they fall into the wrong hands. This may lead to fraud, identity theft, or even blackmail. Failing to share files securely can cause serious problems like emotional stress, financial loss, and a long recovery process after a data breach.
With numerous options for file sharing, it can be challenging to decide where to start. This article will present important guidelines and considerations to help ensure your data remains secure.
Why is secure file sharing important?
According to recent research, 61% of Americans have learned that their personal data has been breached on at least one of their accounts. And over two-fifths (44%) say this has happened multiple times. Often, cybercriminals target the organizations that hold our data, en masse. According to Verizon, over 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 have concerns about government snooping on your private data, or of unauthorized users being able to read confidential information.
What to be wary of
There are various channels for sharing files. Some methods, such as using USB thumb drives or other removable storage media, are clearly unsuitable for online data transfers. Other channels also have their limitations and risks:
- FTP: The File Transfer Protocol (FTP) was purpose-built for file sharing. FTP doesn’t have built-in encryption unless you switch to FTPS or SFTP. These secure forms require complex setup, making them more suitable for businesses or advanced users.
- P2P (Peer-to-Peer): Peer-to-peer connections, which reduce the need for intermediaries, might work for certain file types. However, without additional protective measures, it is generally not the best choice for sharing sensitive documents.
- Email attachments: People often consider this the best way to send sensitive files. But they forget that many providers don’t necessarily secure (encrypt) a message once it reaches the recipient. Also, what if your or the recipient’s email accounts is compromised? There’s also a size limit on many platforms, which may be no good for large image or video files. Using a service with end-to-end encrypted email is often a safer choice. Still, other options may work better depending on your needs.
7 tips for sharing large files securely
For general use, storing and sharing files on End-to-End encrypted cloud services is an ideal choice, especially when the methods mentioned above are insufficient. With proper protective measures, cloud services can securely store files and allow you to invite selected users to view them by providing time-limited download links. This method is important because it allows for continuous file updates, ensuring all users can access the same, updated copy.
Still, not every solution offers the same level of protection. You may need to take extra steps to reduce serious risks involving security, privacy, or user experience. Consider the following:
- Choose end-to-end encryption (E2EE): Your data will be encrypted at the source and decrypted only upon reaching its intended destination, ensuring security at all times, whether the data is at rest or in transit. This means even if the service provider is compromised, your data remains confidential.
- Go for a security and privacy-focused provider: There are many offerings on the market. It’s important to do some research up front to ensure the provider you go with is the right fit. Read the privacy policies and understand how your data is secured.
- Time-limited links:Use strong, hard-to-guess passwords and enable two-factor authentication (2FA) for added account protection against phishing attacks. When setting up sharing links, ensure only those with the link can access the file.
- Use a VPN on public Wi-Fi: Set an expiry time for download links to reduce the risk of unauthorized access. Some services also let you revoke access or delete files after they're downloaded for added security.
- Use a VPN on Public Wi-Fi: Avoid accessing sensitive accounts on public Wi-Fi. If you must, use a VPN to encrypt your connection and protect your data from interception.
- Large file size support: Check out the size limits on your shortlisted cloud file sharing providers to ensure you’ll be able to send data quickly and easily.
- Use security software:: Before clicking links or opening files from file-sharing websites, it's recommended to install security software. This helps scan for malware and protect your device from being compromised.
We all have different tolerances for security and privacy risk. But by using the above tips as a rough guide, you should be able to select the service right for your file-sharing requirements.