6 tips for secure remote document sharing

Nearly 328.77 million terabytes of data are generated every day; in 2022, there were more than 330 billion emails exchanged daily (according to the Statista source). The big data industry is growing exponentially. According to the Global Data Protection Index study, more than 93% of businesses believe that their current storage solution does not provide a sufficient level of data protection. Current data storage solutions, the majority of which are located in the United States, have weaknesses in terms of data security and protection. This is not without mentioning the risks of cyberattacks at a time when remote work is growing and remote document sharing is becoming almost inevitable. The problem is that unsecure file sharing can create the risk of accessing sensitive information that is of high value to businesses. So here are the main risks of sharing documents online and six tips to follow for secure document sharing.

What is file sharing?

File sharing refers to the distribution and access of digital documents and information between employees, teams, or departments in an organization. It can be done through collaboration platforms, internal servers, cloud storage services, or specific file sharing tools.

The challenges of file sharing for business collaboration are multiple:

• Efficiency and Productivity : Effective file sharing allows employees to quickly access the documents they need, facilitating collaboration and reducing the time lost in looking for information.
• Coordination and Synergy : File sharing improves coordination between teams, allows for better synergy and smoother project execution through quick access to key documents and information.
• Version control : A file sharing solution reduces version conflicts and ensures that all team members work on the latest version of a document
• Flexibility and Mobility : Modern file sharing tools allow employees to collaborate from multiple locations and devices. They promote remote working and organizational flexibility.
• Traceability and Compliance : Monitoring the accesses and modifications of shared files makes it easy to trace the history of actions on the documents if necessary.

The risks of remote file sharing

Like all online activities, sharing documents involves risks:

• The leak of confidential information : when you share a file online via a site or specialized software, it is difficult to really know where your file is going and who is going to consult it. It can be intercepted by a malicious person who will then have access to confidential data.
• Installing viruses or malware : by transiting through online platforms, the files you receive may be infected by viruses or malicious programs. As soon as your employees download and open them, the malware spreads on your computers and your network, and risks blocking or destroying your information.
• Identity theft : Hackers can use file sharing sites to retrieve your name and IP address (in other words, your location), and thus use them to access your private information such as your financial data.

What are the legal obligations when it comes to sharing data?

Legal obligations when it comes to sharing data include complying with regulations such as the General Data Protection Regulation (GDPR) in Europe, which imposes strict rules on the collection, storage, and sharing of personal data. Businesses must obtain the explicit consent of individuals before sharing their personal data and inform these individuals of the intended use of their data. They are also required to ensure the security of shared data, using appropriate technical and organizational measures to prevent unauthorized access and data breaches.

Some companies are also subject to specific standards such as the NIS2 standard, which since 2024 has made it mandatory to implement measures to combat the risk of cyberattacks, secure file sharing and improve the overall level of security of information systems throughout Europe.

In the event of a data breach, businesses must notify the relevant authorities and, in some cases, the individuals concerned, within a strict time frame. They must also keep a record of data processing activities and be able to demonstrate compliance with current regulations. Finally, companies are often subject to regular audits and controls to verify their compliance with legal obligations in terms of data protection and sharing.

The interest of setting up a PSSI

The company can create an Information System Security Policy including all the rules to be respected for secure document sharing. The PSSI allows transparency on the company's commitments and goals in terms of security and data protection.

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6 tips for secure document sharing

You want share your files in a secure manner? Here are the best practices to put in place right now in your company.

1. Setting up a system

First, you need to define a system for sharing your files. Using a drive allows you to store all your files in a single and secure place. This way, all your employees know where to go to find the document they need easily and quickly. For external sharing, set up a specific procedure to be followed with your customers, suppliers and partners.

This system facilitates asynchronous communication and allows teams that are geographically dispersed and do not work in the same time zones to exchange files at any time.

For your system to work properly, you need to give your employees access to the drive and train them on how to use the drive, how to organize files, and how to ensure secure sharing. Finally, it is essential to Make your employees aware of cyber risks in general.

2. Choose your drive

For your drive, you can create it internally or choose an external supplier. If you opt for the second option, choose your provider carefully, especially by making sure that they offer the end-to-end encryption (like Wimi). Thus, your data is protected because it is directly encrypted from your device (computer, smartphone or tablet) and decrypted only by authorized recipients. You are protected from hackers because your data is indecipherable both during their transit on the web and when stored on your provider's servers. Moreover, even the latter cannot read your information.

3. Manage accesses

For greater efficiency and security, you need to clearly define who has access to which documents. For obvious security reasons, an employee cannot have free access to all company files. Also, define who can edit which document, and who can only view the document in read-only mode. Make sure that folders specific to certain teams are only accessible to team members. Protect the most confidential files with a password to prevent them from being accessed by accident.

Finally, check your drive settings carefully as it's possible that public sharing is enabled, which means that anyone who comes across the right link can download your files.

4. Audit your files

Regularly check who has access to your files. This is all the more necessary if your employees change teams often or if employees have recently left the company. When you notice that files are no longer useful, delete them completely from your drive.

5. Avoid email attachments

Today, email is still a widely used means of communication in business despite the many tools that have been created to replace it. However, the security of information exchanged by email is not guaranteed. If you have the wrong recipient when sending a confidential file, you have no way of making up for your mistake and that person will then have access to your sensitive data. So avoid sending your files as attachments by email.

If you want to continue to communicate by email, it is possible to create a private link, encrypted and secured by a password that only the selected recipient can consult.

6. Use a data room

Considered as a data vault, the Data Room allows confidential data to be exchanged in a highly secure manner. They are generally used to secure specific transactions such as financial or legal transactions, IPOs or real estate management. But today, data rooms are increasingly used for storage, data exchanges or the sharing of secure documents.

How do I choose a secure file sharing solution?

A file sharing solution should offer a number of features that will ensure secure processing and transfer. Among the 4 main criteria, we will find: Control, traceability, encryption and regulatory compliance

Control and regulation of authorizations

In particular, your professional tool must allow you to finely control file access permissions. Indeed, some documents may only be intended for certain teams, certain decision-makers or certain key partners in your organization. In all cases, it is essential to ensure that only authorized persons have access.

Traceability of actions carried out on the storage space

The second key point when using a cloud solution for file storage and transfer is the ability to monitor all the actions carried out on the company's storage space. If you opt for a secure cloud, many functionalities are generally present including traceability elements which are important when considering collaboration between different actors.

Data Encryption

Any sensitive data stored on a remote server should be able to benefit from a encryption level adapted to your professional needs. For secure file sharing, all data passing between the user's computer and their online account must be encrypted with a robust protocol like AES-256.

Regulatory compliance

Any data you host online, whether it's a website or a file, must be secure. To ensure this, only select accommodation solutions that have recognized certifications such as the ISO 27001 standard Or the cCompliance with the General Data Protection Regulation (RGPD). Other security standards such as the Cybersecurity Maturity Model Certification (CMMC) can provide additional confidence.

What are the top 5 secure file sharing solutions?

1. dropbox

Dropbox is a secure cloud storage and file sharing platform designed to facilitate collaboration and document management in business and for individuals. It allows users to store files online, sync them across devices, and easily share them with others.

Dropbox offers a multitude of features for secure file sharing. Users can securely store their files using encryption and automatically sync them across all of their connected devices. File sharing is simplified by the ability to create custom sharing links, with read-only or edit options. When it comes to security, Dropbox offers two-factor authentication (2FA) and granular access controls to ensure that only authorized users can access files. The platform also integrates collaboration tools, such as Dropbox Paper, to facilitate teamwork on documents and notes. Users can review file version history and restore previous versions if needed, which is essential for document management.

Price: Dropbox offers several pricing plans that are tailored to different user needs. For individuals, the Dropbox Plus plan costs around €11.99 per month and offers 2 TB of storage. The Dropbox Family plan, for families, costs €19.99 per month and also offers 2 TB of storage, shared between up to six members. For businesses, the Dropbox Business Standard plan is $15 per user per month, with 5TB of storage, and the Business Advanced plan at $25 per user per month offers unlimited storage with security and management features

Free version: Dropbox offers a free version called Dropbox Basic, which offers 2 GB of storage. This release allows you to take advantage of essential Dropbox features, such as file sharing and syncing across devices, although storage capacities and some advanced features are limited compared to paid plans.

2. Wimi

Wimi is a comprehensive collaborative platform designed to optimize teamwork and project management in business. It offers a variety of features, including secure file sharing, task management, shared calendars, and real-time discussions. Wimi offers a secure environment for storing and sharing documents, with detailed access control options.

In terms of features, Wimi allows for secure file sharing, document synchronization across devices, and advanced permission management to ensure that only authorized users can access information. It also integrates collaboration tools, such as task and project management, shared calendars, and instant messaging. Users can track document versions and restore previous versions as needed.

prix : Wimi prices vary according to the needs of the user. The plans start at €3 per user per month for the Wimi Communities plan. The €9 Wimi Drive plan and the €12 Wimi Projects plan offer basic features while the €15 Wimi Suite plan offers advanced features.

Free version : Wimi offers a free version that allows you to test the platform with limited storage space and a limited number of projects. This version is ideal for small teams or businesses that want to evaluate Wimi's functionalities before making a financial commitment.

3. Google Drive

Google Drive is a secure cloud storage and file sharing solution offered by Google. It allows users to store their files online, sync them across devices, and easily share them with others. Google Drive is integrated into the Google Workspace ecosystem, offering advanced collaboration features.

Google Drive features include storing and syncing files with encryption in transit and at rest. Users can share files and folders via links and control access permissions, such as read-only or editing. Google Drive also enables real-time collaboration on documents, spreadsheets, and presentations using Google Docs, Sheets, and Slides. Version history is available, allowing changes to be tracked and restored.

prix : Google Drive offers several pricing plans. The Google One plan for individuals starts at €1.99 per month for 100GB of storage. Business plans, via Google Workspace, start at $5.20 per user per month for the Business Starter plan with 30GB of storage per user, and go up to $15.60 per user per month for the Business Plus plan with 5TB of storage per user per month.

Free version : Google Drive offers a free version with 15GB of storage, shared between Google Drive, Gmail, and Google Photos. This version is ideal for individual users and small businesses with modest storage needs.

4. Oodrive

Oodrive is a French solution for managing and sharing secure files in the cloud, designed to meet the needs of businesses in terms of privacy and regulatory compliance. It offers storage, sharing and collaboration services on sensitive documents with a high level of security.

Oodrive features include secure file storage with encryption and detailed access control options. Users can share files and folders securely, with customizable access permissions. Oodrive also offers collaboration tools, such as project management and document co-editing. The traceability of actions on the files and the management of versions make it possible to track and restore the changes.

prix : Oodrive prices are customized according to the needs of the company and the number of users. Oodrive offers solutions adapted to small, medium and large businesses, with varying functionalities and levels of support.

Free version : Oodrive offers a free trial version allowing businesses to test the functionalities of the platform before subscribing to a paid subscription. This trial version is ideal for evaluating the compatibility of the solution with specific business needs.

5. Box

Box is a cloud content management and file sharing platform designed for businesses, offering robust security and collaboration solutions. It allows users to store, share, and manage their files online, while facilitating collaboration between teams.

Box features include secure file storage with encryption, document sync across devices, and customizable file sharing options. Users can set detailed access permissions and use two-factor authentication (2FA) to enhance security. Box offers collaboration tools such as document co-editing, task management, and integration with numerous third-party applications. Document version management and action traceability are also available.

prix : Box prices vary according to user needs. The Box Business plan starts at €15 per user per month, offering 100GB of shared storage and basic security and collaboration features. The Box Business Plus plan is $25 per user per month and includes unlimited storage and advanced features.

Free version : Box offers a free version called Box Individual, offering 10GB of free storage. This release is ideal for individual users and small teams who have limited storage needs and want to test Box's features before signing up for a paid subscription.

Wimi, the essential choice for secure file sharing

To perform a corporate document sharing safely, it is obvious that one of the most appropriate solutions is the Wimi collaborative suite.

Indeed, this tool integrates all the necessary functionalities :

• Management of access rights;
• Synchronizing data;
• Encrypting information;
• regular backups;
• version management;
• Full version history.

Let's add that Wimi is the first sovereign collaborative suite to have started its qualification process. SecNumCloud and Trusted Cloud. You can therefore take advantage of the advantages of online software while maximizing data protection.

Conclusion

Data is today's most valuable business asset. In addition to ensuring the cybersecurity In your organization, you need to ensure that your files are shared securely, both internally and externally, in order to protect your information and avoid a data leak.