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You need to share files with your team, but you’re worried about security. What are your options?

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As an administrative manager, you need to share files with your team members, clients, and stakeholders. But you also need to protect your data from unauthorized access, theft, or loss. How can you balance security and collaboration in the digital age? In this article, we'll explore some of the options you have for secure file sharing, and what factors you should consider before choosing one.

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Amit Negi

IT infra Consultant | Project Manager | Broadcast Engineering, Predictive Project Management
Ghazwa Boukraiem

Responsable formation | Sopra HR Software |??Top Voice Corporate Branding | The beauty of your life resides in the…
Walther Cifuentes Osorio

Analista de Ciberseguridad en Grupo Bancolombia | Administrador Controles AD Onpremises/ Azure AD Premium| Auditor ISO…

1 Cloud storage services

One of the most popular and convenient ways to share files online is to use a cloud storage service, such as Google Drive, Dropbox, or OneDrive. These services let you upload, sync, and access your files from any device, and share them with others via links or folders. However, not all cloud storage services are equally secure. Some may have weak encryption, data breaches, or privacy issues. You should look for a service that offers strong encryption, two-factor authentication, password protection, and granular access control. You should also read the terms and conditions carefully, and check how the service handles your data and who can access it.

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Amit Negi

IT infra Consultant | Project Manager | Broadcast Engineering, Predictive Project Management
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When it comes to sharing files online with your team while prioritizing security, you have several options like by using encrypted file sharing services. Additionally, secure cloud storage options like Google Workspace, Microsoft OneDrive, or Dropbox with proper encryption and access controls can also help safeguard your shared files. If its about sensitive information, end-to-end encryption tools or setting up a secure file transfer protocol (SFTP) server could be a suitable approach.

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Ghazwa Boukraiem

Responsable formation | Sopra HR Software |??Top Voice Corporate Branding | The beauty of your life resides in the positivity of your thoughts ???
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Les services de stockage dans le cloud offrent une solution pratique et sécurisée pour le partage de fichiers. Des entreprises telles que Dropbox, Google Drive et Microsoft OneDrive proposent des plateformes robustes avec des fonctionnalités de sécurité avancées. Par exemple, Dropbox Business offre le chiffrement des données au repos et en transit, ainsi que des contr?les d'accès granulaires pour garantir que seuls les utilisateurs autorisés peuvent accéder aux fichiers partagés.

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Wallyson Batista de Souza

QA Analyst | Supervisor de Opera??es | 6Sigma Yellow Belt | AWS Cloud Practitioner | Laravel | SQL | Python
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O armazenamento em nuvem é o novo modal da era tecnológica. Esse tipo de armazenamento minimiza a necessidade de manter cópias físicas em dispositivos desnecessários, podendo ser acessados de qualquer lugar a qualquer momento. Porém, deve-se ter protocolos de seguran?a e de acesso restrito a determinados documentos e arquivos, tratando-se do ambiente corporativo. Uma boa gest?o de ativos ajudará e garantirá a prote??o necessária para o que precisa ser mantido em sigilo.

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2 Secure file transfer protocol

Another option for sharing files securely is to use a secure file transfer protocol (SFTP), which is a network protocol that encrypts and transfers files over a secure connection. Unlike FTP, which sends files in plain text, SFTP protects your files from interception, modification, or corruption. To use SFTP, you need a SFTP client, such as FileZilla or WinSCP, and a SFTP server, such as AWS or Azure. You also need to set up authentication and permissions for each user. SFTP is a reliable and secure option, but it may require more technical skills and resources than cloud storage services.

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Ghazwa Boukraiem

Responsable formation | Sopra HR Software |??Top Voice Corporate Branding | The beauty of your life resides in the positivity of your thoughts ???
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Les protocoles de transfert de fichiers sécurisés, tels que SFTP (SSH File Transfer Protocol) ou FTPS (FTP Secure), sont con?us pour garantir la sécurité des données lorsqu'elles sont transférées entre des serveurs. Ces protocoles utilisent le chiffrement pour protéger les informations pendant le transfert. Par exemple, une entreprise peut utiliser FileZilla Server, qui prend en charge à la fois FTPS et SFTP, pour permettre à son équipe de partager des fichiers de manière sécurisée.

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3 Encrypted email attachments

If you only need to share a few files occasionally, you may consider using encrypted email attachments. This means that you encrypt your files before sending them as attachments, and the recipient needs a decryption key or password to open them. You can use a software tool, such as 7-Zip or VeraCrypt, to encrypt your files, or you can use a secure email service, such as ProtonMail or Tutanota, that encrypts your messages and attachments automatically. Encrypted email attachments are simple and effective, but they have some limitations. For example, they may have size limits, compatibility issues, or spam filters.

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Ghazwa Boukraiem

Responsable formation | Sopra HR Software |??Top Voice Corporate Branding | The beauty of your life resides in the positivity of your thoughts ???
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Le chiffrement des pièces jointes aux e-mails est une autre option pour sécuriser le partage de fichiers. Des services de messagerie tels que ProtonMail ou des extensions comme Virtru permettent de chiffrer les pièces jointes afin que seuls les destinataires autorisés puissent les ouvrir. Par exemple, une entreprise peut utiliser Virtru pour chiffrer les pièces jointes aux e-mails contenant des informations sensibles avant de les envoyer à son équipe.

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Gustavo Goes

Especialista em Logística e Gest?o de Armazéns | Lideran?a Estratégica e Otimiza??o de Processos | Experiência em Indústria Aeronáutica e Siderúrgica
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O uso de anexos de e-mail criptografados oferece uma camada adicional de seguran?a ao compartilhar arquivos sensíveis. No entanto, é importante considerar as limita??es, como restri??es de tamanho e possíveis desafios de compatibilidade e filtragem de spam, ao decidir implementar essa prática.

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4 Online collaboration software

A fourth option for sharing files securely is to use online collaboration software, such as Slack, Microsoft Teams, or Asana. These software platforms allow you to communicate, manage, and share files with your team in real time. They also offer various security features, such as encryption, authentication, backup, and audit logs. However, online collaboration software may not be suitable for sharing sensitive or confidential files, as they may store your data on third-party servers, or have vulnerabilities or loopholes. You should review the security policies and practices of the software provider, and use additional measures, such as passwords or VPNs, to enhance your security.

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Ghazwa Boukraiem

Responsable formation | Sopra HR Software |??Top Voice Corporate Branding | The beauty of your life resides in the positivity of your thoughts ???
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Les plateformes de collaboration en ligne, comme Microsoft Teams ou Slack, offrent des fonctionnalités de partage de fichiers intégrées avec des mesures de sécurité intégrées. Par exemple, Microsoft Teams propose un stockage sécurisé dans le cloud avec des autorisations d'accès personnalisables, ce qui permet aux membres de l'équipe de partager et de collaborer sur des fichiers tout en maintenant le contr?le sur qui peut y accéder.

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Gisele da Cunha Granzinoli

Gest?o Administrativa | Gest?o Financeira | Gest?o de Projetos | Gest?o de Pessoas | Gest?o de Tecnologia da Informa??o
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Sempre que se fala em seguran?a ao compartilhar arquivos, a maneira mais básica de todas, ainda é a mais ágil e simples de ser utilizada, colocar senha forte nos arquivos a serem compartilhados. Pois mesmo que os arquivos sejam receptados, o trabalho para lê-los será dificultado para quebrar a senha e demandará mais tempo e conhecimento do receptor. Isso vale principalmente para micro, pequenas e médias empresas que n?o possuem or?amento e pessoal qualificado para implementar os softwares de seguran?a de TI padr?o, para evitar invas?es na sua rede interna. Mas mesmo as grandes empresas, devem utilizar o sistema de senha de arquivos como mais uma preven??o.

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Gustavo Goes

Especialista em Logística e Gest?o de Armazéns | Lideran?a Estratégica e Otimiza??o de Processos | Experiência em Indústria Aeronáutica e Siderúrgica
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O artigo destaca a conveniência dos softwares de colabora??o online, como Slack, Microsoft Teams e Asana, para compartilhar arquivos com seguran?a. No entanto, destaca corretamente a necessidade de avaliar as políticas de seguran?a do provedor, considerando possíveis preocupa??es com armazenamento em servidores de terceiros e vulnerabilidades. Refor?ar a seguran?a com medidas como senhas ou VPNs é uma abordagem prudente ao utilizar essas plataformas.

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5 Peer-to-peer file sharing

A final option for sharing files securely is to use peer-to-peer file sharing, which is a method of transferring files directly between devices, without using a central server or intermediary. This can reduce the risk of data leakage, hacking, or censorship, as you have more control over your files and who can access them. You can use a peer-to-peer file sharing software, such as BitTorrent or Resilio Sync, to create and join networks, and share files with your peers. However, peer-to-peer file sharing may also have some drawbacks, such as speed, bandwidth, or legal issues. You should ensure that you have a secure and stable connection, and that you respect the copyright and privacy of the files you share.

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Ghazwa Boukraiem

Responsable formation | Sopra HR Software |??Top Voice Corporate Branding | The beauty of your life resides in the positivity of your thoughts ???
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Bien que moins courant dans un contexte professionnel en raison de préoccupations de sécurité, le partage de fichiers peer-to-peer peut être une option viable dans certaines situations. Des outils comme BitTorrent Sync permettent un partage direct de fichiers entre les membres de l'équipe sans passer par des serveurs tiers. Cependant, il est essentiel de mettre en place des mesures de sécurité supplémentaires, telles que le chiffrement, pour protéger les données lors du partage peer-to-peer.

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Gustavo Goes

Especialista em Logística e Gest?o de Armazéns | Lideran?a Estratégica e Otimiza??o de Processos | Experiência em Indústria Aeronáutica e Siderúrgica
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O compartilhamento ponto a ponto oferece controle direto sobre a transferência de arquivos entre dispositivos, reduzindo riscos de vazamento e invas?es. Embora apresente vantagens, como maior controle e menos dependência de servidores, é crucial lidar com desafios potenciais, como velocidade, largura de banda e quest?es legais, para garantir uma experiência segura e ética ao compartilhar arquivos.

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6 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?

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Walther Cifuentes Osorio

Analista de Ciberseguridad en Grupo Bancolombia | Administrador Controles AD Onpremises/ Azure AD Premium| Auditor ISO IEC 27001| LCSPC |AZ-500T00
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Considero que toda las opciones son validas, lo importante es tener el conocimiento de qué tipo de información estoy compartiendo y el riesgo que puede haber al filtrarse esta información, también es a importante tener claro qué tipo de accesos se conceden y a quienes se le concede; todas las opciones expuestas tiene falencias de seguridad, pero estas fallas son por los mismo usuario que no sabe que permisos o que controles debe colocarle a la información, esto es debido a que pocos sabe los tipos de clasificación de la información , puede que el usuario comparte una información que para el es básica y no representa un riesgo ( por desconocimiento) pero para otros puede ser un grave error que esa información sea compartida

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Ronie Oliveira Reyes

Administrador | Top Voice Gest?o Administrativa e Negocia??o | Lean Six Sigma | Mestre em Administra??o | Especialista Gest?o de Servi?os e Suprimentos | Gest?o de Processos | Gest?o de Pessoas
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é importante estabelecer uma regra de descarte dos arquivos, de acordo com sua importancia e legisla??es pertinentes. Tais procedimentos devem descrever claramente o tipo de documento que pode ser descartado, o prazo de reten??o destes arquivos e o método que será utilizado neste expurgo. Do contrário, ao longo do tempo, se criam estruturas gigantescas para seguran?a de arquivos que nunca ser?o utilizados; se estabelecem formas seguras de eliminar registros (nem sempre o bot?o excluir pe suficiente) ou, ent?o, deixa-se de lado a seguran?a de informa??es que deveriam estar mapeadas antes de qualquer a??o de exclus?o.

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You need to share files with your team, but you’re worried about security. What are your options?

1

2

3

4

5

6

1 Cloud storage services

2 Secure file transfer protocol

3 Encrypted email attachments

4 Online collaboration software

5 Peer-to-peer file sharing

6 Here’s what else to consider

Administrative Management

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You need to share files with your team, but you’re worried about security. What are your options?

1

2

3

4

5

6

1 Cloud storage services

2 Secure file transfer protocol

3 Encrypted email attachments

4 Online collaboration software

5 Peer-to-peer file sharing

6 Here’s what else to consider

Administrative Management

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