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Secure file sharing – Top 3 tips

by Canto  |  December 1, 2020

2 min. read
A digital padlock.

Secure file sharing relates to transferring files safely between users and organizations. It protects from hackers and viruses and provides a reliable mode of sharing your private information. A secure system ensures sensitive data is transferred to the right people and gives protection in keeping with data regulations.

Here we offer three tips on how to securely file share online.

File sharing options

Not all file-sharing methods are created equal. The decision on how best to protect your business from unauthorized access will influence your operations.

Cloud storage

Cloud storage provides administrative controls, watermarks, passwords and encryption codes. Keep in mind passwords and the potential for entire files to be accessed if they fall into the wrong hands. Tools like Dropbox have encountered high-profile issues with hacking in the past.

Virtual data rooms

Virtual data rooms provide secure data management, and financial protection is a focus area. VDRs provide enhanced granular control when sending documents online and come with an abundance of security features.


Another option for a smaller number of users is a peer-to-peer network. P2P enables users to communicate directly through computers with software that removes a host server.

a lock

Value encryption

You’ll also need to consider the different types of encryption methods available. Depending on how regularly you share online and whether external organizations receive information will influence your choice. Here’s a look at some common terminology associated with encryption:


Only communicating users can access the information being shared. Information is unable to be hacked throughout the process of being delivered.

Data at rest

Algorithms convert sensitive information, such as passwords, into new forms of data that aren’t understandable to someone who doesn’t have privileges.

Data in motion

Sending files via email or a chat app is considered data in motion. This information is vulnerable to interception by the man in the middle (MiTM) as files are in the process of being delivered.

lock and folder

Embrace security features

The security features you choose will depend on the file-sharing system you incorporate. Here are some common features that you’ll find with the various software and systems on offer.

5 security features:

  • Firewalls
  • Access controls
  • Multi-factor authentication
  • Watermarks
  • Date and time stamps

Here are some common methods used to add layers of protection.

3 ways to secure a file:

  • File encryption through an algorithm
  • Private VPN network
  • Access restricted to authorized personnel

Before you make a commitment, research which system provides you with the features you require.

The need for security when sharing files is only increasing as hackers become more advanced with their cybercrime methods. Thankfully, there are plenty of viable options that meet varying business needs while adhering to regulations. Choose a secure file sharing method that keeps your operations safe.