Running a modern business is only possible with frequent file transfers. Expanding one’s presence in the digital space and changing working habits make the practice even more widespread. While efficient, data transfer can pose risks to security and credibility.

Being up to speed on current best practices is critical to a company’s continued data integrity and reputation. This article explores the most effective data transfer strategies. Start using them to cut the risk of breaches, adopt security standards, and enjoy peace of mind.

Identify and Categorize the Most Sensitive Data

Before any data leaves your company’s servers, you should assess its impact on your operation. Software that scans and categorizes data is perfect for the task. Its findings let you see which files need to be moved to a more secure location. It’s also possible to tag at-risk files so employees can take extra care while handling them.

Always Have Backups

It’s impossible to overstate the importance of having backups of vital data. Something can go wrong during data transfer, or you might suffer hardware failure. Having backups in place ensures this won’t interfere with business.

You should store crucial data in several forms and at several locations. Physical storage media includes SSDs, SD cards, and USB drives. It is acceptable if measures are in place to encrypt the data and keep the drives physically secure.

Cloud storage is popular due to ease of access and convenience. You can securely keep your business data in encrypted storage. Additionally, authorized users can easily detect and prevent encrypted cloud data theft. Even if someone does steal the data, they likely won’t be able to do anything with it.

Establish a File Access Hierarchy

Enterprises have a tiered structure. Using a similar one for data access is equally effective. Establishing protocols defining each user’s clearance level and associated privileges is important. 

The most basic form involves restricting some user classes from accessing files altogether. A more nuanced approach may let a user view files but not be able to delete them. You can also set expiration dates on files and projects. Access then becomes restricted upon completion.

Employees enter and leave your workforce all the time. Many adopt different roles in the organization over time. The file access system must keep pace with such happenings to issue, revoke, and change clearance on time.

Deploy a Password Management System

State-of-the-art security practices are worthless if your passwords are vulnerable. Password theft can result in breaches whose damages climb into the millions. An enterprise-level password manager is a negligible expense in comparison.

Convenience, added security, and accountability makes a password manager desirable. Employees will appreciate it since a single strong phrase is easier to remember than dozens of logins. They make resetting and updating passwords easier for administrators too. All passwords generated this way are unique and strong. At worst, cracking one gives the attacker limited access to a single aspect of your operation.

Password management significantly improves data and credential security on many levels. One example involves employees who no longer work at your company. Disabling their main password locks them out of access entirely. That way, no one needs to waste time tracking down old credentials.

A password manager can also provide information on daily login volumes or show which users have not activated their passwords yet.

Make Use of Data Protection Services

Data transfers involve sending files from your network to a different one. The files such transfers contain are sensitive, so encrypting them beforehand is the norm. The most straightforward way is to use a data protection service. These encrypt and track a transfer’s contents automatically.

Some limit their services to data transfer alone. Others are more appealing since they offer other features that help trim down your company’s software suite. A service might include automatic file conversion, email security, or auditing. They may also offer to check your files’ compliance with privacy regulations like GDPR.

Keep Logs and Conduct Audits of File Transfers

Knowing who accessed a file and when can help strengthen security. For instance, file transfers at odd times may point to malicious intent. In such cases, an audit can uncover difficulties during file transfers. It may prevent them from becoming problems in the future.

A log contains sender and recipient credentials as well as send times. It serves several purposes. The log helps meet compliance needs, adds another security layer, and leads to more productive audits.

Adopt Employee Training

File sharing is instrumental for smooth day-to-day operation. It can also pose risks. It is tempting to use popular collaboration and third-party apps to share files as well as communicate. Employees not aware of the associated pitfalls risk compromising company security.

You will want to establish a training regimen that teaches employees about file transfer practices. It should stress how individual responsibility is essential for maintaining high-security standards. However, such training should be engaging and fun.

Conclusion

Ensuring data safety during online transfers is a top priority for enterprises. The number of attempted breaches is increasing, but companies are not powerless. Putting effective security practices into place lays the foundation for success. Streamlining such procedures and educating employees on the risks of not following them guarantees it.

A business that approaches data transfer security in earnest demonstrates integrity. Communicating your security efforts to employees and clients transparently builds trust and makes good practices sustainable.