It’s astounding to think about how much digital data is transmitted over the internet on a daily, hourly, or even minutely basis. Every time a web page is loaded or a file is downloaded, a back and forth transaction occurs. Yet sometimes it can still feel like a challenge to find a product or tool that is capable of handling file sharing on a regular basis. Show
In this article, we’ll look at the different scenarios where file sharing is useful and then dive into specific solutions for accomplishing your goals. Keep in mind that you should only share and transfer data that you created or that does not have copyright restrictions tied to it. Varonis Data Classification Engine can help identify all of the data assets on your various systems. Learn how to automate Microsoft 365 management with our free PowerShell courseCheck out our free security training courses, like our Microsoft Office 365 hidden settings course that includes critical security settings and counts for CPE credits.
What is File Sharing?Today’s computers are capable of storing all types of files, including documents, songs, videos, and full applications. When you move one or more files from your local computer to another device or remote location, you are partaking in the activity of file sharing. In some scenarios, the recipient will have to accept the file, but typically the transfer will complete automatically. What Are The Pros and Cons of File Sharing?There are a number of factors to keep in mind before you start actively file sharing. Let’s walk through some of the key positives and negatives about the process. Pros
Cons
File Sharing StatsWhen the topic of file sharing comes up, most people recall the days of tools like Napster which became popular methods for illegally transferring music content around the internet in the 90’s. Today, however, file sharing is a key function for many businesses and other use cases. Let’s examine some statistics related to file sharing.
Tips: Secure File Sharing for BusinessesNow let’s take a look at some of the best practices when it comes to ensuring your file sharing sessions are secure at all times.
Types of File SharingBefore you can start distributing files over the internet, you need to determine what method and protocol you want to use. Your decision should be based on what types of files you are moving and who will be receiving them. We’ll dive into the main options and explain what scenarios they can help with the most. File Transfer Protocol (FTP)FTP was one of the first methods invented for moving data across networks and it remains very popular today thanks to its reliability and efficiency. FTP actions can be run through a command prompt window or a tool with a user interface. All it requires is for you to specify the source file you want to move and the destination where it should be placed.
Peer to Peer (P2P)The purpose of a P2P file transfer is to remove the need for a central server that hosts the data. Instead, individual clients connect to a distributed network of peers and complete the file transfers over their own network connections. P2P might eventually be used to create an unstoppable TOR. Whether or not The Onion Router (TOR) is a truly P2P environment depends on many factors, but its popularity in creating a more secure online connection is unquestioned.
Cloud ServicesWith a cloud file sharing service, one user uploads their data to a central repository and then other users can download the files to their own devices. All data is hosted by a third party provider, although users can specify what types of permission levels to put on the files.
Email ProvidersSome people don’t realize that email can actually function as a file transfer system. Every time you attach a document to an outgoing message, you are initiating a transfer of that data over the open internet.
Removable StorageWhen no network-based option will fulfill your needs, you can always rely on a physical drive to serve as your file transfer operation. This means you are literally copying data to a USB flash drive or external hard drive and plugging that device into the destination computer.
How to Select the Best File Sharing OptionOnce you’ve determined what method of file sharing you will use, it’s time to pick an individual service or product. This can be challenging because of how many options there are, ranging from established companies to new start-ups. Here are some tips of things to consider when selecting a file sharing solution.
In most cases, a cloud-based solution will meet your file sharing needs. For personal use, you’ll find a range of free options. When it comes to file sharing at the enterprise level, you’ll want to look for a tool that is robust and flexible. The alphabetized list below will help you narrow down the choices. 1. BoxBox was one of the very first cloud-based file storage services to gain popularity. It allows users and organizations to centralize all of their data and collaborate with other people. Box offers a free option for individual users and a wide range of paid plans for enterprises.
2. DropboxDropbox seeks to provide a single place for individual users and organizations to store all of their important data. Syncing is a big focus of Dropbox, as it has native applications for mobile devices and allows you to take your files on the go.
3. EgnyteEgnyte caters mainly to business users who want to retain tight control over every file shared inside or outside of the organization. It comes with many advanced features out of the box and also allows you to integrate its services with your own applications through an application programming interface (API).
4. Google DriveGoogle Drive was one of the first companies to bring document collaboration to the cloud with its Google Docs suite of browser-based tools. The platform behind that is Google Drive, which also works as a great file sharing service.
5. iCloud DriveApple has steadily been releasing improvements to its iCloud suite of online software. New Mac computers and iOS devices now come with iCloud Drive already installed so that files can be synced automatically.
6. MediaFireMediaFire is a small but growing cloud-based storage platform that can be used in a browser or on mobile devices. It aims to be a simplified file sharing solution for users who don’t require fancy features.
7. OneDriveAs Microsoft has moved many of its core business products to the cloud, their OneDrive tool has become an essential part of the Windows operating system. Individual users can back-up their data and create shared folders across an organization.
8. SecureDocsSecureDocs is considered a virtual data room and is designed to cater to businesses that are pursuing mergers or acquisitions and need to manage secure document sharing. The company offers a flat monthly pricing structure that includes access for an unlimited number of users. They also offer single-sign-on options for your existing enterprise authentication tools.
9. SugarSyncSugarSync can be run on Mac or Windows computers so that users can easily sync folders to their cloud account. It first launched in 2008 and caters to both consumer and business users. Their security standard is equivalent to that of the banking industry.
10. WeTransferWeTransfer aims to be the simplest file sharing service to use by reducing the administrative effort. The company was founded in 2009. Their primary service allows you to send any file to an email address or create a one-time link that other people can access.
File Sharing FAQHere are a few common questions that come up when discussing file sharing. Q: What are Some Techniques for File Sharing?A: The most common ones are physically sharing a disk device, using an FTP connection, or uploading data to a cloud-based system. Q: How to Set Up a Secure Home Office Network for File Sharing?A: With more and more people working from home and remote offices, it’s important to secure your network with a virtual private network (VPN) client before doing any file sharing. Q: What is the Most Secure Online File Sharing Software?A: Virtual data rooms like SecureDocs that are designed to handle sensitive information. Q: Why does file sharing cost money?A: Although data storage is relatively cheap, hosting providers charge for storage space as well as bandwidth costs. Data is often an organization’s most valuable asset and should be secured with a tool like Varonis Data Security Platform. File sharing is easier than ever, but it’s important to keep your files as locked down as possible in order to prevent a costly data breach. Which of the following is recommended for sharing a file containing PII with an external recipient?U.S. Postal Service: USPS is considered to be preferable when sending PII. Email: Recipient internal to EMU: As an alternative to email, consider placing the PII data in a file on an internal network drive accessible to both the sender and recipient.
What is a safe way to send personally identifiable information PII?PII and Sending Information with Email. Encrypted email: The most straightforward way to secure email is to encrypt it. ... . Avoiding email for SFTP or other file transfers: SFTP, configured properly, can provide a secure and compliant way to share and transfer data.. What is the preferred method for mailing sensitive PII externally?Seal it in an opaque envelope and mail it using First Class or Priority Mail, a courier, or a traceable commercial delivery service like UPS, the USPS, or FedEx. B. Mail a hard copy of the claim forms using a traceable commercial delivery service like UPS, the USPS, or FedEx.
What is the best way to access sensitive PII?Please consult the Handbook for Safeguarding Sensitive PII at DHS to answer this question: What is the best way to access Sensitive PII while away from the office? A. Email the Sensitive PII, via a password-protected document, to your personal email account that you can access from home.
What is a way to protect PII and sensitive data from office visitors?10 steps to help your organization secure personally identifiable information against loss or compromise. Identify the PII your company stores. Find all the places PII is stored. Classify PII in terms of sensitivity. Delete old PII you no longer need.
What are the three PII confidentiality safeguards?To protect the confidentiality of PII, organizations need to use cyber security risk assessments, third-party risk management, vendor risk management and information risk management.
|