Many people use cloud-based platforms like DropBox or Google Drive for personal file storage and sharing. Businesses that need to move their operations to the cloud find it fortunate that people are familiar with the concept and basic use, making moving to online file storage and file sharing services easier for businesses.
However, personal cloud storage and file sharing solutions should not be used indiscriminately for work. Cloud storage is not a hazard-free zone. Sometimes, employees take shortcuts that can pose a risk to company files. Safety starts with an awareness of the dangers of the cybersecurity threat landscape.
After you start using a cloud-based solution, you must teach employees the rules of handling files securely. Don’t skip these eight key principles when training employees about safe file sharing.
The 7 Key Principles of File Sharing Training
Apart from teaching employees the mechanics of safe file sharing and showing them which practices are safe and which are not safe, start the training by drilling these critical concepts into employees’ consciousness.
1. Emphasize the Implications of Data Breaches
All employees need to realize the gravity of a potential data breach. Whether intentional or not, a breach can devastate or bankrupt a business. If attackers gain access to your system and install ransomware, the company could suffer severe financial loss or even be forced to close its doors.
Cyber attacks disrupt business operations and cause revenue and productivity loss, which can be catastrophic during critical business phases. Data protection laws are becoming stricter, and if a breach occurs because of an employee’s careless mistake, the company may be held liable. And when customers think a business doesn’t protect their data, it can hurt the business’s reputation and trust.
2. Draw The Lines Around Your Protected Data
Some information cannot be shared beyond the company. Other information can be shared, but only via secure file sharing techniques. Where will you draw the line? Employees need to understand the risks associated with different types of information.
For example, criminals can use customer information such as names, phone numbers, and email addresses for phishing attacks. They can exploit financial data such as customers’ credit card numbers, bank account details, tax reports, or financial statements. They may steal employees’ personal information to be used for identity theft. They can also sell intellectual property, including patents, trade secrets, and proprietary business information, to competitors.
3. Clarify the Cybersecurity Threats
Malware is a significant threat in cyber attacks. Even experts can fall victim to phishing attacks and accidentally open a risky file. It can install malware on their computers and spread the infection to the rest of the network.
Some file sharing programs might prompt you to switch off firewalls, making you more vulnerable to cyberattacks.
4. Showcase the Ease With Which Cyber Attacks Can Occur
For small business owners and managers who bring their own devices (BYOD), the line between work and personal lives sometimes vanishes. They use their work devices to do personal tasks and vice versa.
People tend to relax when they use their devices after hours or on social media and shopping sites. That’s when phishing and hacking attacks are most dangerous.
During file sharing training, include simulations of phishing attacks to show that anyone can be targeted.
5. Make Sure They Know How to Use the File Sharing Platform
It is crucial to ensure that your employees know how to use the file sharing platform. If employees can’t access files, you’ve wasted the money invested in your new secure service. They’ll just resort right back to sending vulnerable emails as a workaround!
6. The Dangers of Miss-Filing and Loss of Information
Another big problem is losing info when people don’t file their online documents where they should. To make information easy to find and secure, employees must use specific folders or folder destinations, file naming conventions, categories, layouts, and file types.
7. Help Them Take Care of Endpoint Security
To prevent someone from becoming the weakest link in the office environment, ensure every employee protects their laptop and smartphone from cyber attacks. You can achieve this by installing reliable anti-virus software and regularly updating it. Furthermore, it’s important always to use a VPN when connecting to file sharing services. This will protect sensitive data and keep your logins safe. If you handle sensitive material, get a VPN with dedicated IP for added protection. The system administrators can keep a list of approved IP addresses to stop unauthorized access to critical information.
Get Their Buy-in or file sharing may forever be risky
Finally, explain the reasoning behind the data and file sharing policies and procedures. It’s easier to get compliance from everyone when employees understand why you’re imposing strict policies. It reduces the risk of them bypassing security measures to share information without safety precautions.
