5 Tips for Sharing Confidential Files with Clients
January 19, 2018 (Investorideas.com Newswire) Sharing files and documents confidentially has always been a major concern in business, but in recent years that concern has become even more pertinent with the threat of cyber attacks constantly looming. Transferring sensitive financial or business-related information online without taking fundamental precautions is asking for trouble in today's world of virtual crime and data theft. Whether you're trying to keep trade secrets under wraps or secure outgoing emails, confidentiality is always going to be a crucial aspect of data transmission. With this in mind, here are five ways you can obtain extra assurance that only the intended recipient will be able to access your files:
1. Use a Virtual Data Room
Much like the physical data rooms of the past, a virtual data room (VDR) is designed to hold a large number of files and documents within a secure interface that can only be accessed by authorized parties. If your business regularly conducts mass correspondence with clients or needs to exchange a large amount of data routinely, a VDR is an ideal platform-based solution that can remain functional and available 24/7 without any additional measures on your behalf.
2. Use Access Control and Permissions
Beyond securing the initial entry into the file system, it's also a good idea to utilize solutions that allow for advanced user tracking, access control, and permission settings. That way you'll have a comprehensive log of who has been downloading what, which can help in confirming receipt of files or identifying the source of a data leak in the event that you ever encounter such a rare yet troublesome problem.
3. Update File Sharing and Antivirus Software Frequently
Out of date antivirus or file sharing software may be vulnerable to newer exploits, which is why these programs should be set to update automatically in any business computing environment. The developers of corporate security programs have to continuously update their software to keep up with the relentless efforts of cybercriminals, so letting them fall out of date puts file confidentiality at risk.
4. Opt for Password Protected Sharing
Although it may be a slight inconvenience to the end user, setting up multiple password layers is the best approach for redundant confidentiality. Thus, you may want to password protect files that are particularly important even within your secured VDR or other file sharing system. Likewise, clients should be advised on how to secure their own machines and protect the files even after they have been downloaded.
5. Understand and Utilize Data Encryption
Every online business owner or operator should at least have a rudimentary understanding of what data encryption is and how it's used. Encryption is an excellent way to protect files from unwanted interception because even if someone is able to retrieve the file, all they'll see is random characters if they don't have the encryption key. Start by learning about the most common encryption algorithms – AES, Twofish, RSO, Blowfish, and Triple DES.
The Importance of Maintaining Confidentiality in Business
In closing, a lack of confidentiality can not only directly allow circumstances that lead to the downfall of a company, it can also scare away prospective clients. Fortunately, safeguarding your business confidentiality is as simple as heeding the tips above.
Author Bio: Boris Dzhingarov graduated University of National and World Economy with major marketing. He writes for several sites online such as Semrush, Tweakyourbiz and Socialnomics.net. Boris is the founder of Tech Surprise and MonetaryLibrary.
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