When dealing with sensitive information, it’s important to share your files in a safe manner. First, make sure you only share the information they need access to. This will reduce the chance that a significant portion of your data falls into the incorrect hands in the event of a security breach. Use devices to prevent unauthorised edits of files. There are programs that can encrypt files when you and a person are working in an Excel spreadsheet, for example, which protects against accidental or malicious modifications and ensures that the numbers remain exact.
It’s also a great idea to add a watermark to your files, which adds an extra layer of security. It also lets you identify who is accessing your files. You can also add a date of expiration to download links and then deactivate access after a specific time. This will prevent hackers or even employees with no authorization from keeping personal information for longer than they are permitted to keep it according to corporate policies. Create a guideline to instruct your staff in how to erase a file multiple times.
It doesn’t matter if it’s research data, student information, or carefully designed spreadsheets and documents, the information you store on your devices is incredibly valuable. If you make a mistake, your confidential data could be revealed to the public, resulting in financial losses or tarnishing your image.