Top things every business needs to know about file sharing

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This year, we’ve seen a significant increase in digitalisation; we’ve moved our physical workplace online, and data transfer has become more fluid than ever before. File sharing has become an important aspect of every modern business, and with the growing trend towards remote work environment, companies need to be able to share huge files quickly and securely.

As majority of today’s data s shared using internet technologies, selecting a secure file-sharing service is crucial for avoiding security concerns and safeguarding sensitive data. In this article we’ll explore what secure file sharing entails.


What is Secure File Sharing?

Computers today can store vast amounts of information, including papers, songs, films, and entire applications. You are engaging in file sharing when you move one or more files from your local computer to another device or distant location. The recipient may be required to accept the file in some cases, but in most cases, the transfer will be completed automatically.


What are the Pros and Cons of using file sharing?

Before you start actively file sharing, there are a few factors to consider. Let’s walk through some of the risks and advantages about the process.


The Cons:

  • Exposure of sensitive data:

One of the most significant risks with file sharing is the danger of sensitive data being disclosed, whether accidentally or on purpose. The risk of a data breach is much higher if employees lack adequate cyber security training or if organization’s safety standards aren’t in place.

  • Vulnerability to cyber-attacks:

In order to upload or download files, several file-sharing services require you to bypass firewalls, which allows attackers to prey.

  • Downloading malicious software:

If a malicious file is placed in your file-sharing service, an employee may accidentally open or download it, exposing your system to malware, spyware, or other potentially harmful software.


The Pros:

  • Increased Efficiency:

It allows teams to quickly access critical files and data whenever they need it, a file-sharing service is a great efficiency tool.

  • Centralizes files for consistency:

Instead of navigating between numerous versions of the same file, a file-sharing service allows you to condense these files into the most recent version and reduce file clutter.


  • Protects against data loss:

Many file-sharing platforms make it simple to keep all of your data current and backed up in real time, reducing the risk of a computer crash or data breach.


Types of file sharing:

You must first decide which method and protocol you want to use before you can start distributing files over the internet. Your choice should be dependent on the types of files you’re transferring and who will get them. We’ll go over the main options and how they can help in specific scenarios.


  • File Transfer Protocol (FTP):

File Transfer Protocol, or FTP is the most common file transfer system on the internet to date. It is used to access or edit files among a set number of users with a password. You can then gain access to the files shared from an FTP server site. Many FTP sites offer public file sharing or allow you to view or download files using a public password.

Good for: Unusual file types or large files

Example programs: Cyberduck, Firefox


  • Peer to Peer (P2P):

The goal of a peer-to-peer file transmission is to eliminate the need for a central server to store data. Individual clients, on the other hand, connect to a distributed network of peers and complete file transfers over their own network connections. P2P could be utilised to establish an unstoppable TOR in the future. Whether or not The Onion Router (TOR) is actually a peer-to-peer environment relies on a variety of criteria, but its appeal as a means of establishing a more secure online connection is undeniable.

Good for: Sharing data in small groups; sharing media files such as images, books, or movies

Example programs: Skype and other instant messaging services


  • Cloud Services:

Files are kept in an online repository with a cloud sharing service. A unique URL is generated when a user submits their data to an online repository or platform. When the file owner shares this URL with other users, they gain access to the files and can download and distribute them inside the same platform.

Good for: Sharing information quickly and making data backups

Example programs: Dropbox, OneDrive, iCloud


  • Email Providers:

Even if you’re not aware with the many methods of file sharing, you’ve most definitely used file sharing through email providers. You’re sending data across the open internet every time you attach a file or document to a mail.

Good for: Small files, one-off file sharing

Example programs: Gmail, Outlook, Yahoo Mail


  • Removable Storage:

You can always rely on a physical drive to function as your file transfer operation if no network-based choice meets your expectations. This entails physically copying data to a USB flash drive or external hard drive and connecting it to the destination computer.

Good for: Massive files, sensitive data.

Example programs: USB thumb drives or external hard drives


Data is probably one of an organization’s most valuable assets, and finding a dependable means to exchange, sync, and retain sensitive data is vital to ensuring that business activities run smoothly and securely. While some services are more secure than others, it’s a good idea to protect your data using antivirus software.

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