File sharing, whether via a network drive, portable storage device, air drop, email, or a myriad of other ways, is an essential part of communicating information. From sensitive client data to confidential internal communications and contracts, organizations must prioritize the security of their shared documents and files to prevent data leaks, cyberattacks, and breaches.
But with growing threats and the increasing adoption of cloud collaboration tools, ensuring document security requires more than basic security protocols. Explore these best practices for secure sharing and how a solution like EchoMark can fortify your organization’s information sharing defenses, for both digital and print.
Every file shared internal or external to an organization carries potential risks. Whether the information contains proprietary research, financial reports, or intellectual property, vulnerabilities like unauthorized access, external threat actors, or insider threats can compromise an organization’s reputation, negatively impact employee morale, and affect business operations and incoming revenue.
Implementing encrypted communications and information sharing best practices can ensure sensitive data remains private and viewable only by intended recipients.
1. Use File Encryption
Encryption transforms your files into unreadable formats that can only be accessed with a decryption key. Both in-transit encryption (while files are being transferred or shared with others) and at-rest encryption (while stored in a system) are essential. Innovative tools like EchoMark enhance file encryption by embedding invisible, unique traceable markers into files, adding an extra layer of preventive security and accountability.
2. Choose Secure Collaboration Tools
Not all collaboration platforms prioritize security. Opt for tools with built-in document security features such as multi-factor authentication (MFA), authenticated viewing and other access controls, and activity tracking. Secure collaboration tools allow teams to work effectively while keeping sensitive information protected. EchoMark’s current integration with email providers Microsoft Outlook and Google Workspace, to auto-convert email attachments into securely linked assets, ensures that security doesn’t hinder productivity and information sharing.
3. Implement Role-Based Access Controls (RBAC)
Restrict access to sensitive files based on user roles. By ensuring that only authorized individuals can access, view, modify, or delete specific documents or other sensitive data, you reduce the risk of accidental or malicious leaks. EchoMark’s forensic watermarking tools pair well with role-based controls by enabling traceability for every file shared.
4. Prioritize Cloud Security
As hybrid work and dispersed teams continue to grow, it’s important to review and maintain security policies to enable updated protection for data stored in and shared via cloud solutions. Secure cloud storage solutions with encryption, regular vulnerability assessments, and compliance certifications go a long way in mitigating risks. A few compliance standards to look for in companies and integrated solutions used are – depending on your organization’s requirements – SOC2, GDPR, HIPAA (for healthcare data), PCI DSS (for payment card data), or FedRAMP (for government agencies). Combining cloud security practices with a forensic watermarking solution provides end-to-end protection for your most sensitive files.
5. Monitor and Audit File Sharing Activities
Regularly tracking and auditing file-sharing activities can help you identify potential risks early. Look for unusual activity patterns, unauthorized access attempts, or unexpected file modifications. With EchoMark’s secure file sharing using embedded individualized watermarks, and logging and monitoring of access to files, organizations can trace the origin of leaks, even if files are printed, photographed, or screenshotted.
We specialize in solutions that go beyond encryption to ensure your shared files remain secure throughout their lifecycle. Our platform integrates seamlessly with your existing tools, allowing safe sharing of what’s necessary, and tracing any unauthorized sharing of data.
By combining file encryption, cloud security, and data security measures, organizations can:
Secure distribution of information doesn’t have to be complicated, but it does require the right tools, practices, and forethought to implement successfully. With EchoMark, you can confidently share files while protecting your organization and its data. Gone are the days of compromising ease of use for security, and vice versa. Protecting your digital content by EchoMarking images, text, PDFs, and more, gives you the freedom to work effectively while maintaining one of your organization's greatest assets.
By adopting these best practices and leveraging tools like EchoMark, your organization can stay ahead and empower your teams to collaborate safely while safeguarding what matters most. Discover how our innovative products work seamlessly even in the most complex environments, to protect privacy, proprietary IP, and much more when you schedule a personalized demo.
