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Amid the Growing Remote Workforce: 10 Tips for Safe and Efficient File Sharing

File sharing is the process in which digital media is shared between devices. The art of file sharing is nothing new since it began in 1967 when Alan Shugart invented the floppy disk. This technology has evolved over the years from people able to share a single file to several with a single click. Currently, there is no limit on the number of files you can share. The process involved is both simple and straightforward.

In recent years, there have been advancements in technology that now allow you to compress and share large files. There are companies that are pioneers in providing tools for compressing, compressing and creating files. Some of the tools they provide include WinZip, WinRAR, 7-Zip, PeaZip as well as Zip Archiver. The beauty of using these tools is that they will reduce the size of the document without altering the format and appearance. They also have the option of entering security measures so that the files are only accessible by authorized persons.

But what are the benefits of file sharing? When it is done safely, it:

    • It’s affordable, allowing teams to access relevant information at low cost.
    • The process is efficient because the technology available allows you to share files quickly.
      • Depending on the service you are using, shared files can be accessed from any location.
      This promotes collaboration, especially if you are using cloud computing which allows users to edit information online.

Currently there are many ways to share files securely. Below are 10 tips for sharing files safely and efficiently:

  1. Avoid emails

Email can be handy, but it’s not the best for sharing documents with confidential information. These platforms are prone to hacking which could result in confidential files being returned to the hands of authorized personnel.

  1. Use a secure connection

Remote workers are some of the people who like to share information with each other. Suppose you are working away from the office, you need to make sure your connection is secure before sharing files. It is recommended to sometimes use a VPN when sharing high level files so that your data does not fall into the hands of hackers.

  1. Encrypt with passwords

Technology has enabled people to embed passwords on files that they want people with prying eyes to see. To make sure that a document is not easily accessible, you should encrypt it with a complicated password consisting of upper and lower case letters as well as symbols and numbers. When you take advantage of encryption, you will greatly reduce the penetrating power of various cyber attacks.

  1. Change passwords often

It is recommended that you change your passwords often, preferably every month. As it can be difficult to remember to make these changes, you should note the dates when passwords need to be changed.

  1. Update your security software

People often forget to update their software, which makes them vulnerable. Hackers know this and tend to take advantage of systems that are not updated.

  1. Avoid suspicious downloads

The rule is that whenever you share files using digital platforms, you never download files that you don’t trust. Hackers can embed viruses, spyware, and adware on files to gain access to your system. So, you should never open downloads that you don’t trust.

  1. Check inbox emails

Working from home will allow you to receive a ton of emails from various stakeholders, clients and colleagues. It is always prudent to verify the sender of the email several times before opening any accompanying attachments. Sometimes a sender may seem legitimate, your job is to watch carefully to protect your files and digital devices.

  1. Use safe file sharing programs

There are programs you can use to share files with coworkers. Among them are Enigmail., PCloud, Resilio., SpiderOak. And Signal. These programs should have features like web editing, remote file access and file locking as well as mobile access.

  1. Do not click on links

Don’t make a habit of clicking on the links that come with the files you receive. If in doubt, hover over the link several times before clicking on it. When your gut tells you to click on a link, you have to listen to it.

  1. Avoid USB drives

Flash drives and external hard drives are not the best tools for sharing files with him. Considering their size, they are doomed to get lost and are also easy to steal. Suppose they fall into the wrong hands, you are losing valuable data.

Conclusion

File sharing is one of the most important technologies we have. It allows teams to work together on site and remotely. However, this process is subject to the risk of hacking, hence the need to share files securely.

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