It is crucial to share your files in a secure manner when dealing with sensitive information. First, make sure you only send people the information they need access to. This will lower the chance that a substantial amount of your data falls into the incorrect hands in the event of a security breach. Also, make sure you use tools that block unauthorised editing of files. There are programs that can encrypt files if you are working with a colleague working on an Excel spreadsheet. This protects the document from malicious or accidental changes and ensures that the numbers are accurate.
It’s also a good idea to mark your files with a watermark, which adds a layer of security and helps you monitor who’s using your files. You can also add a date of expiration to download links, and remove access after a set period. This will prevent hackers, or employees who do not have authorization from keeping personal information for longer than what is required by company guidelines. When you no longer require a file, you should create an instruction manual that teaches your employees on how to overwrite it multiple times (like shredding the file digitally and then degaussing) to ensure that it isn’t able to be resurrected in the future.
Be it research data, student information, or carefully-crafted spreadsheets and documents, the information you store on your devices is valuable. If you make a mistake, your confidential data can be exposed to the public, resulting in financial losses or damaging your reputation.