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Best Practices For Sharing Large Files To Your Team

Best Practices For Sharing Large Files To Your Team

Pedro Araez431 22-Dec-2022

Remote work is one of the most notable technological trends that emerged from the COVID-19 pandemic. This remote working model is now extensively used worldwide and will be here to stay. It has its drawbacks, but since the world has gone digital, enterprises are adjusting their structures to fit this new model.

The remote working model requires businesses to invest in the necessary infrastructure to support it. This technological infrastructure comprises, among other things, file-sharing tools, cloud storage tools, videoconferencing tools, and cybersecurity systems.

Cloud computing is an essential component of remote work. Teams can connect and transfer files from anywhere, thanks to the cloud. However, you should note that the cloud is not immune to cyberattacks.

As a result, enterprises must follow best practices when sharing large files with team members. Because a lot of data is sent across the Internet of Things (IoT), teams must exercise caution regarding file sharing lest they open the door for cybercriminals to intercept data in transit. Here are some best practices for sharing large files with your team.

1. Have A Password Manager   

Passwords should be difficult to guess. However, since people are afraid of forgetting them, they frequently use simple passwords. This makes the hacker's work much easier because they utilize sophisticated techniques to steal user credentials. 

A password manager will make it easier for your staff to manage their credentials. The password manager can generate and store strong passwords. Employees no longer have to worry about forgetting their work passwords. Furthermore, using a password manager will make it easy for them to change their passwords.  


2. Use Multi-Factor Authentication (MFA) 

While having a strong password improves security, adding MFA as an additional layer of protection would be beneficial. This guarantees that no one outside the organization may access system files without authorization. Only those who are authorized will be able to pass the MFA and gain access to the system. MFA makes it considerably more difficult for hackers to steal data while it is at rest or in transit.  


3. Use Encryption

Encryption is a critical tool in the best practices for file sharing. Given that teams will be sharing data through the IoT, it’s critical that the data transferred between them are secure. Thus, you must encrypt data both at rest and in transit.

File-sharing tools are ideal for remote teams because of the advanced syncing features. Syncing allows teams to work on project files in real time. When sharing large files, consider using Signiant alternatives, as they’re more effective at file synchronization. This allows people to upload and transfer files over the cloud seamlessly. 

However, there is a possibility that cyber attackers could intercept these exchanges, which is why encryption is necessary. It adds an extra layer of security, preventing cyber attackers from accessing company data. 

Encryption makes data secure because the only way you’ll be able to access encrypted information is if you have the encryption key. Therefore, information must be encrypted on the back-end and end-user devices.  


4. Use Software As A Service (SaaS)  

Plenty of file-sharing tools are available on the market. The cloud is useful software for remote working because it allows teams to collaborate more efficiently. Most of these cloud solutions are available as SaaS. 

SaaS cloud solutions are typically equipped with robust security features. So, investing in a SaaS solution allows you and your team to collaborate and share files securely. You also have the option to bolster security for an additional fee. Note that these cloud service providers have a much greater incentive to make sure their systems are secure because one data breach can destroy their reputation and customer base. This works to your advantage.


5. Compress Files  

Huge files take up a lot of storage space. So, consider making them ZIP files and then encrypting them to solve this issue. Many large files can be compressed using ZIP files and folders. This will save a lot of storage space and may improve transfer speeds.


6. Use A Virtual Private Network (VPN) 

Having a secure network connection is crucial. Investing in a reliable VPN service that you and your team may use when working online is important. Even though SaaS has security features, you don’t always know the security structure of your team members' networks. For extra security, you should request all your team members use a VPN whenever they share files within the system. 


7. Configure Expiring Links  

Links are an easy way of giving someone access to a file or folder. They're also secure because you can place access restrictions on shareable links. However, it would be best to exercise caution when sharing links with third parties.

External parties do not require ongoing access to your system. It's dangerous. As a result, you must ensure that expiration defaults are configured to ensure that the link expires after a certain period. External users should only access files for as long as they are required. If they require further access, they must seek it from you.


8. Use Access Controls  

Having access controls is an effective way of protecting company data. Your team members probably don’t need access to all the system files. They only require access to the parts of the system that enable them to do their job. 

Hence, you need to ensure that they have access only to the parts of the system they need to work productively. Every other part of the system shouldn't be accessible to them. This action reduces the chances of a security breach, especially through an insider. It holds specific people accountable. Plus, it also makes monitoring files and detecting breaches easier.   



The rise in cyberattacks is concerning and should serve as a wake-up call for businesses to strengthen their defenses. It would be great for firms to build a security culture to protect company information and systems.

That is why it is critical to ensure that your file-sharing protocols and policies are solid. You must also invest in employee training for these to be effective. When your employees know file-sharing best practices by heart, it’s easier to enforce them. Consequently, it also contributes to maintaining a high level of security by preventing data from leaking out or being hacked.


Updated 15-Mar-2024

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