Businesses of all sizes are vulnerable to cyberattacks and data breaches. Therefore, sharing files securely is essential for them to protect sensitive information. It is especially crucial for organizations that operate in sensitive environments as they handle and share highly confidential data. For example, legal and government sectors handle sensitive data like confidential client documents and classified information. Similarly, the healthcare sector in the USA must implement strict security measures according to HIPAA to keep patient records private and protect their sensitive data. This makes secure file sharing in sensitive environments a necessity.
However, security isn’t the only factor businesses should be concerned about when sharing files. They must also ensure quick file upload and sharing. In other words, security features shouldn’t make the file upload and sharing process slower or inefficient.
Businesses can maintain operational efficiency without compromising data protection by following best practices.
Understanding the needs of sensitive environments
A sensitive environment is where confidential, private, and critical data is processed, uploaded, or shared. A data breach in such environments can have legal and financial implications as well as reputational damage. This is because strict legal and regulatory laws for data protection often apply to sensitive environments.
Common examples of sensitive environments include:
- Healthcare: Deals with confidential medical records of patients
- Financial services: Handle sensitive banking and transaction data
- Legal: Involves private case files
- Government sector: Deals with highly confidential and sensitive data, such as national security information and citizen data
Data handling requirements in sensitive environments
Data handling in sensitive environments involves various key practices, such as:
- Encryption: Encrypting data prevents unauthorized users from accessing files/data
- Auditing: Using tools with audit trail capabilities. These tools help log and analyze all file access, modification, and sharing activities.
- Access control: With access controls, organizations can ensure only authorized users can access the sensitive files
- Data retention: Keeping sensitive data only for the period it is needed.
Essential security measures for file sharing in sensitive environments
Encryption
Encryption is inarguably one of the most adopted methods to secure sensitive files and information. It basically involves using a cryptographic algorithm to convert data into coded form. This way, only the user or system with a secret decryption key can read or access the data.
Implementing encryption for both data at rest and in transit is essential. It helps ensure data is protected throughout its file-sharing journey.
Some of the most common encryption methods include:
End-to-end encryption (E2EE)
E2EE is a well-known encryption method to secure data while it is being transferred from one device to another. It encrypts files/data throughout its lifecycle. This way, only the intended user/users can read and access the file.
AES is often used for file sharing in sensitive environments. It is a highly secure algorithm for data encryption.
Transport Layer Security
TLS is a security protocol. It allows us to secure communications over the internet/a network.
For example, web apps, such as file-sharing apps, usually implement TLS. It allows them to transfer data securely between the browser and the server.
RBAC
RBAC stands for Role-Based Access Control. It is a technique that allows companies to restrict network access to sensitive files/resources. This means only authorized employees can access sensitive files based on their roles in the organization.
Key steps of implementing RBAC involve:
- Roles: Define roles such as User, Admin, or Guest.
- Permissions: Assign permissions or rights to perform specific actions based on the user role. These include read-only, write, and delete.
With role-based access control, organizations can significantly enhance security. They can reduce the risk of unauthorized access to sensitive files or resources.
Secure file transfer protocols
Using secure file transfer protocols for file sharing in sensitive environments helps transfer files over the network securely. Common file transfer protocols include:
SFTP
SFTP is also known as Secure Shell file transfer protocol. The network protocol encrypts both the file and the data transfer session. It ensures secure file transfer by validating and authenticating both host and client.
FTPS
FTPS extends the security of the standard FTP protocol. It basically adds support for TLS/SSL encryption.
FTPS authenticates both the client and server using digital certificates and provides encryption for data in transit.
Audits and compliance checks
Audits are essential security practices for file sharing in sensitive environments.
Here’s how audits can help maintain file-sharing security:
- Regular audits help organizations identify security gaps and potential vulnerabilities
- Organizations can assess the effectiveness of existing risk management strategies by conducting regular audits
- Audits help ensure that file-sharing practices align with organizational security standards
- With regular audits, it’s easier for organizations to ensure regulatory compliance, such as GDPR, HIPAA, etc.
Tools and software optimized for sensitive environments
Organizations operating in sensitive environments must ensure that they’re using file-sharing tools or software that meet the strict security standards they require.
Here are some of the top file-sharing tools that implement robust security features:
Microsoft OneDrive
OneDrive for Business is a reliable file storage and sharing service. It’s a part of the Microsoft 365 suite.
Key security features of OneDrive include:
- MFA: Supports Multi-Factor Authentication for user accounts.
- Encryption: OneDrive uses strong encryption mechanisms to secure files stored in the cloud and during transmission. These include TLS, AES, E2EE, and file-level encryption.
- Data loss prevention: Provides built-in DLP policies
- Audit trails: Provides activity reports that show who accessed or modified files.
- Permission controls: Allows businesses to customize sharing settings. This way, they can manage who can view or edit files.
OneDrive also complies with:
- GDPR
- HIPAA
- FedRAMP, and more.
Google Drive for Work
Google Drive for Work is another cloud-based platform for:
- File storage
- Sharing
- Collaboration
Prominent security features of the platform include:
- Multi-factor authentication and data loss prevention: Allows organizations to enhance account security by implementing MFA. It also implements DLP policies
- Audit trails: Provides admin reports on file access and sharing activity.
- Encryption: Utilizes TLS, AES, E2EE, and file-level encryption to protect sensitive files from unauthorized access.
- Permission controls: Businesses can control file access
Google Drive for Work also supports compliance with GDPR, HIPAA, ISO certifications, etc.
Filestack for web-based file sharing
Filestack is a reliable and advanced cloud-based file management solution. It offers a wide range of tools, APIs, and SDKs for:
- Secure file uploads
- Transformation
- Secure online file delivery
Filestack implements advanced security features for secure file upload and transfer. These include:
- E2EE
- API keys for authentication
- HTTPS
- TLS
- Policies and signature
- Robust access controls
- GDPR Compliance
- Network and data separation
Strategies to enhance upload and download speeds
Here are different techniques and best practices to ensure quick file upload and download speeds:
- Monitor and manage network bandwidth to prevent congestion
- Use a CDN to deliver/transfer files. This helps reduce latency.
- Conduct regular maintenance on network equipment, such as routers and switches. This helps optimize performance.
- Reduce file size by using techniques like compression.
- Break large files into several smaller chunks. Chunking enables parallel transfers, making the file upload and transfer process quicker.
Conclusion
Quick and secure file sharing in sensitive environments is crucial for organizations operating in sectors like healthcare and legal. Secure file sharing involves techniques like:
- End-to-end encryption
- TLS
- Secure file transfer protocols like SFTP and FTPS
- Role-based access controls
- Regular audits and compliance checks are also essential to protect sensitive data.
Moreover, organizations can implement quick file upload and transfer techniques and tools like compression, chunking, and CDNs.
FAQs
How to share sensitive documents securely?
Encryption is one of the most common methods to share sensitive documents securely. It’s also crucial to password-protect your documents and use a secure file transfer protocol.
How do you transmit files with sensitive information?
Here are some effective ways to transfer files with sensitive information:
- Use a secure file transfer protocol
- Encrypt your files to prevent unauthorized access
- Password-protect your files to add a layer of security
What is secure file sharing?
Secure file sharing means files are transferred or shared using secure methods like encryption and secure file transfer protocol. Secure file sharing prevents data breaches and ensures sensitive data is protected from cybercriminals.
