People often share documents on file sharing service companies like Microsoft Onedrive, Dropbox, WeTransfer and so on typically if these files are rather too large to be attached to an email.
Hence, here are some things to take note when sharing files:
BEFORE SHARING:
Confirm Recipient Details:
Double-check email address to ensure documents reach the correct person and avoid security risks.
Define Purpose & Permissions:
Clearly define why you are sharing and grant only the minimum necessary access - view-only is safer than editing.
Use Secure Platforms:
Cloud-based file-sharing services offer built-in features for secure external sharing, like password protection and expiration dates.
DURING SHARING:
Set Expiration Dates:
For "anyone: links, set an expiration date to limit the time sensitive information is exposed.
Use "Specific People" Links:
Sharing with "Specific People" requires them to authenticate with their email, making it more secure than "Anyone" links.
Leverage Encryption:
Use platforms that offer end-to-end encryption to add an extra layer of security, ensuring only authorized users can access the file.
Consider Password Protection:
Add a password to the shared link, especially for sensitive documents, to restrict access to those with the password.
AFTER SHARING:
Manage Permissions:
Periodically review who has access to shared files and revoke permissions when they are no longer needed.
Block Download (if applicable):
For documents that only need to be viewer, use features that allow view-only access and block downloads.
Add Copyright/Sensitive Labels:
For business documents, add sensitive labels to clarify usage and protect intellectual property.
