You're sharing CAD files with subcontractors or vendors. How do you safeguard against data breaches?

1 Use Encryption

When sending CAD files, encryption is your first line of defense. By converting data into a code, encryption prevents unauthorized access during transmission. You should encrypt files before sharing and ensure that only the intended recipient has the decryption key. Consider using encryption tools that integrate with your email or cloud storage services. This way, even if a file is intercepted, the information remains unreadable to anyone without the proper credentials.

3 Secure Networks

Always share CAD files over secure networks. Public Wi-Fi and unsecured connections pose a significant risk of interception. Encourage your subcontractors and vendors to use virtual private networks (VPNs) when accessing or downloading sensitive files. A VPN creates a secure connection over the internet, encrypting data as it travels between devices and servers, thus protecting your files from potential eavesdroppers.

4 Clear Policies

Establishing clear data handling policies is crucial when working with external parties. These policies should outline how subcontractors and vendors must manage and store your CAD files. Include guidelines on password protection, secure file transfer protocols, and procedures for reporting any security incidents. By setting these expectations, you can minimize the risk of accidental breaches due to negligence or misunderstanding.

5 Regular Audits

Conducting regular security audits can help you identify and address vulnerabilities in your file-sharing process. This includes checking for outdated software, ensuring that encryption standards are maintained, and verifying that all parties are adhering to your security policies. Audits can also help you keep track of who has accessed your files and when, providing valuable insights in case of a security breach.

6 Controlled Sharing

Lastly, consider implementing controlled sharing mechanisms that offer granular control over your CAD files. This might include using digital rights management (DRM) systems that restrict how files can be used, such as preventing printing or editing. Additionally, watermarking documents can deter unauthorized distribution by making it easier to trace the source of a leak.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?