Why are External File Sharing Practices Important?
This is the era of technological evolution. AI and cloud computing have created a mass revolution of industrial functioning. Businesses can no longer function using traditional information and data sharing portals. With increasing outsourcing of large business functions, clients across the globe and even distributed teams, external file sharing is a necessity.
This is where cloud file-sharing comes into picture. Nevertheless, careless file-sharing can still wreak havoc in a company. Therefore, the common suggestion is to implement key features within the system to ensure smooth function. While every company has its set of rules, there are some best practices every business can follow. We have highlighted some important external file sharing practices:
1. Exercise full control over your data
While traditional data sharing through emails is an irreversible process, file sharing through cloud computing gives the user more control. The user can implement permissions within the system, to allow or deny access depending on identity. With one click, the administrator can change the flow of data at any time. Not only that, but the user can also limit activities within the access granted. For example, one can make it so that people with data access can only read but not edit the file or can edit specific sections of the file barring others. Sensitive files can be sent through private data sharing, and since the receiver needs to have an account within the system, the files go through better audits and stronger security measures.
2. Security IS in your hands
Data upload, access, and retrieval are in your hands when you use cloud services. A company must always categorize their data into sensitive and non-sensitive groups. Along with the integrated security measures, sensitive data should also be protected via enforced passwords.
3. Check for PII or personally identifiable information
Before sharing, ensure that no health information is shared unnecessarily and every file being shared ensures regional compliance
4. Share with appropriate permissions
While all file permission options are provided in leading file sharing solutions, its up to the users to Keep a check while sharing files with appropriate permissions. Admin also has added responsibility of checking file analytics to ensure that nobody other than an assigned person has unauthorized access to files externally.
FileCloud External File Sharing Options
- Set an expiry date for the share
- Restrict downloads of the file
- Enable email notifications
- Enable password protection
Keep Sensitive Business Files Secure
Share business files and confidential documents with password-protected links, set view, download, edit permissions, set expiry dates on shared links or delete them anytime so that files are shared with who you want and when you want.
Private File Sharing
In case you want to share files with new uses privately, you can invite a new user using email to create a FileCloud account and share a file easily.
Learn how FileCloud ensures secure file sharing with clients through encryption and advanced protection.