5 Tips to Get Smarter About File-Sharing

5 minute read

Let’s not mince words: file-sharing is dangerous. The moment your employees start putting sensitive data on external hosting sites, organizations start losing control over how it’s shared, who accesses it, and how it’s used. In an ideal world, teams wouldn’t share important or sensitive data at all -- but in the post-COVID world of remote work and distributed workforces, that simply isn’t an option. 

What’s needed are clear rules and guidelines to enable safer file-sharing, and empower remote teams to work effectively without putting your data at risk. Here’s where to start: 

  1. Stop burying your head in the sand 
    Currently, most infosec teams have little or no visibility into employees’ file-sharing, and that makes it impossible to guide or constrain their activities, or even detect ongoing data breaches. That’s unacceptable: at a minimum, CISOs need tools that allow them to understand the way that data flows through — and out of — their organizations.

  2. Take back control 
    Once you have the ability to track data moving through your organization, and to identify sensitive files, you need to be able to intervene to restrict the way that certain kinds of files are shared — without blocking your employees’ ability to share less sensitive files and collaborate effectively in remote settings. 

  3. Find a cloud-friendly solution 
    There’s no point having a file-sharing security solution that only works on-site. You’ll need tools that can be deployed where they’re needed most, and that can keep your employees on track and your data safe even when workers are operating from home. That demands integration with the full range of cloud tools used by your workforce, likely including Dropbox, Box, OneDrive, Slack, and Google WorkSpace. 

  4. Weigh risk and respond appropriately 
    The key to effective file-sharing security is to be able to weigh risk and respond effectively. That requires insights into which files are actually sensitive: apparently innocuous emails or Office documents might have sensitive information copied within them, for instance. It also requires insights into how individual teams and employees are sharing data: if one worker is particularly prone to making poor decisions, you need to know about it so that you can intervene before it causes problems. 
  5. Automate everything 
    Classifying, monitoring, and controlling file-sharing at scale is too big a task for any one person, or even team of people, to manage effectively. Even if you built out a team to review and monitor file-sharing, you’d soon find that your organization’s needs would outgrow your security team’s capacity to keep tabs on them. The only reasonable solution is to use automated tools, with sophisticated AI capable of rapidly and accurately classifying sensitive files, then monitoring their flow through your organization. 

Ticking all these boxes isn’t easy. That’s why we built Dathena’s External File Sharing Management, which offers true automated security tools to put you back in control of your sensitive data — while still allowing your employees to share files and collaborate remotely. Get in touch today, and find out how Dathena can help you to prevent costly data breaches due to unsupervised file-sharing. 


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