Ways to Secure a Confidential Document While Sharing Online

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Protecting confidential documents is a major concern for businesses. Besides, with the current work-at-home model, the use of secure file-sharing options is even more critical. So, as an organization, you need the best security solutions for data transfer online. 

While many programs promise secure sharing, they might not be authentic. Moreover, these programs are at risk of unauthorized access by cyberattacks, thus compromising data integrity

When companies turn to third parties that offer data security, there is always a lingering worry over the safety of their confidential information. If you know what to look for, you can minimize such concerns by simply implementing safety mechanisms to enhance the security of your data.

How to Secure Confidential Information Online

  1. Try End-to-End Encryption

Perhaps the most secure way of sharing sensitive information is using software and apps that enable end-to-end encryption. The good thing about end-to-end encryption is that hackers and even the host cannot view your data.

If a business does not adopt cloud-based sharing apps, it is at risk of security breaches. Encrypting the shared information ensures that the data is secure while on transit and storage.  

End-to-end encryption works by turning the information into coded data that only the intended user can decrypt. The message remains encrypted all through the transit period until it reaches the recipient’s device.  

Another advantage that end-to-end encryption offers is that no one can modify the message after leaving the sender’s device. With modern encryption technology, the message instantly becomes garbled on decryption in case of interference during transit.

Code signing solution is another form of end-to-end encryption. It assures users that the programs or files downloaded from your website aren’t corrupted during the transit, enhancing trust and user experience.

  1. Use Secure Links

URL sharing is a secure way of sharing a safe link that connects another person to the location of the file or document you wish to share. You might only see a link from the user interface, but behind the scenes, a host of computers and servers work unanimously to generate a secure link.

Apart from generating a link, secure link sharing adds several features and controls to the document’s security. Some may allow collaboration, limit the actions of those who can access the document through the link, or even detect fraud.

You may think of a link as a connection between Person A and Person B. But links contain more than that; they include a set of instructions for the receiving server. These instructions instruct the computer what information to access, security settings to apply, or even collect specific data.

While link sharing is a secure way of protecting confidential information, you should ensure that the document is password protected to improve security. This way, when you share a link through messaging apps, the hacker cannot access the information in case of unauthorized access.

  1. Use Secure Passwords

It is always a good idea to protect your documents with passwords when using unsecured sharing services, such as social media or email. You’ll need complex passwords as simple passwords are no longer secure, with hackers now using advanced technologies to crack them.


A good rule of thumb is to use long passwords of between 12-15 characters. You should also avoid common words, email address, name, location names, slang, etc. The password should also contain special characters and symbols to make it more complex; the more symbols and characters, the more secure your password.  

  1. Secure File Sharing Platforms

Most businesses find cloud-based file-sharing services secure, convenient, and easy to use. A secure file-sharing platform will do the heavy lifting for you, so you won’t have to worry about all the processes you have to go through to ensure the security of your data.

Secure file sharing offers encryption and storage, ensuring that the information is incorruptible. There are many file-sharing options that businesses can choose from, depending on their needs and budget. Some even allow expiration dates, password encryption, or temporary links that disappear after a specified duration or once the recipient receives the link and enters the password. 

Here are some secure file-sharing platforms.

  • Dropbox

With 2GB of free cloud storage, Dropbox is one of the most popular file-sharing platforms. It comes with state-of-the-art security features, including password-protection and encryption to secure files. Its only limitation is that it does not offer identity verification.

  • Egnyte

There are instances when even the most secure platforms are prone to hacking. Egnyte protects your document from such hazards by transferring files using 256-bit AES encryption over SSL. This ensures that the data becomes useless in case of compromise.

  • Citrix ShareFile

With a 256-bit AES encryption, Citrix ShareFile also makes the file useless if your device gets hacked. The platform also offers firewall and antivirus protection, allowing remote wiping of encrypted data. 

Conclusion

There are numerous security mechanisms that individuals or organizations can implement when sharing documents online. With these methods, you can share files securely, even when working remotely, without worrying about data security and integrity.

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