Nowadays, most businesses utilize cloud sharing. When you work with other businesses, you may need to share information and documents in a B2B data exchange. Unfortunately, when you use cloud sharing, you can open your company up to various vulnerabilities. It is up to you to use a cloud-sharing program that protects your company’s security. To make sure that your sensitive documents are shared securely, there are a few mistakes that you can avoid.
Foregoing a Sharing Policy
If you want to share sensitive documents securely, you need to have a file-sharing policy in place. Collaborating with other companies in virtual data rooms is convenient, as is being able to share and view all files in the same place. However, what happens if someone downloads a secure file and emails it to another person? Likewise, what would happen if someone printed out a document and lost it somewhere in public? Enforced policies keep your data secure.
Everyone needs to respect your rules before accessing the documents. For example, prohibit printing documents or downloading and sharing through personal email. Encourage people to stay within the cloud rather than trying to work offline.
Using a Personal Cloud Storage Solution
Not all cloud storage is created the same. Personal cloud storage can be great, but only for personal uses. Generally, personal cloud storage is simpler and more affordable, but it also has smaller storage amounts and is not usually meant for more than one user.
Business cloud storage, on the other hand, is designed for businesses. Business file-sharing platforms have technical support and representatives available to help you and other users troubleshoot problems or learn about various features. Additionally, business cloud storage gives you access to more administration features and storage space. Businesses need business cloud storage because they have massive storage amounts and can support multiple users simultaneously.
Not Limiting File Access
The point of a cloud-based sharing platform is to be able to share important documents with others, but that does not mean that you need to share each file with every employee. Set limits on file access based on necessity. Even if you do not think that your employees will access files they do not need to access, people can stumble across data that could compromise your company. Try to keep that mistake from happening by limiting who can access which files.
In addition to viewing files, you can limit who can edit, download and print files. You may have business clients that have the right to view files but shouldn’t have permission to edit the files. Skipping the feature that allows you to set permissions leaves your data at risk.
Overlooking Device Vulnerabilities
Sometimes businesses invest in a secure cloud storage platform but allow users to access the files from smartphones or computers with minimal security features. When devices have few to no security features, it can cancel out the security measures taken on the platform. Personal computers might not have adequate firewalls and personal devices without protective software could already be exposed to malware and viruses. Approved devices should have the latest and most up-to-date software. Make sure the computers have the latest security patches.
You cannot always control how your business clients access the documents. Be careful not to compromise your cloud storage and limit permissions so that if their network becomes compromised, it won’t compromise your cloud storage.
Failing to Use the Platform’s Features
Do not be afraid to explore the various features offered by your platform. You could find features you never thought could help your company remain safe from cyber attacks and data loss. For example, some platforms allow you to send branded invitations for files instead of sending the file as an attachment.
Additionally, you may be able to set custom timeouts to protect your data. For instance, if someone leaves the window open on their computer and walks away, the program will log them out automatically after a set time. Likewise, the program may be able to recognize different devices. Users may have to go through two-factor authentication to access secure files.
Avoid Mistakes While Protecting Your Data
When collaborating with other companies, you have to protect your data. If you are not using a business file-sharing program and utilizing all of the safety features, you could put your company’s sensitive information at risk. As long as you pay attention to the various risks involved with cloud sharing and utilize the program correctly, you should be able to protect the data.