Protecting data online has become exponentially more difficult in recent years, leading to an increase in cybercrime. Depending on the type of data breach, these incidents can mean a horrible invasion of privacy or a huge financial headache. That’s why it's essential to take proactive steps to prevent data theft. Secure file sharing is one of the most effective tools at your disposal.

Read on to learn about secure file sharing, the different types worth exploring, and how to use dynamic platforms like Trustworthy to protect your family data.

Key Takeaways

• Secure file sharing ensures the safe transmission of personal information from one user to another.
  
  

• Encryption, multi-factor authentication, access controls, and hardware keys are the most effective forms of secure file sharing.
  
  

• Use services that combine multiple security measures to maximize the safety of your sensitive data.

What Is Secure File Sharing?

In 2023, a record-high of over 353 million Americans were hit by thousands of data breaches, data leaks, or other acts of cybercrime, making secure file sharing more crucial than ever.

In its most basic form, secure file sharing is the transmission of digital files in a way that ensures the confidentiality, integrity, and availability of those files.

According to Jonathan Rosenfeld, founder of Rosenfeld Injury Lawyers Chicago, using secure file sharing is critical for professionals looking to safeguard data in several sectors. 

It’s also an important aspect of online data hygiene for families seeking to protect their private information.

He advises:

“Families should utilize secure file sharing methods when exchanging sensitive personal, financial, or legal documents among family members or with trusted advisors, such as attorneys, accountants, or financial planners.

This includes documents related to estate planning, wills, trusts, medical records, financial statements, and other confidential information.”

What Are the Different Ways Individuals Can Share Files Securely?

Secure file sharing deploys multiple digital protection methods to protect your private information. 

There are a pretty wide range of security measures worth exploring, but some of the most effective tools you’ll come across include:

• Encryption

• Authentication mechanisms

• Access controls

• Hardware keys

Let's explore how each method works to help you decide which secure file-sharing tool is best for you and your family.

Encrypted File Sharing

Encryption is a process in which devices use mathematical models to scramble your data. If anyone tries to steal your information, it’ll look like gibberish to them. The only way to unscramble your data is by sharing a unique key with the intended recipient of your files.

The encryption process can be relatively simple to incredibly complex, depending on the service you use and the type of information you work with. 

Rosenfeld explains:

“Individuals have a range of options for securely sharing files, each tailored to different needs and security requirements. Encrypted email services provide a convenient way to exchange sensitive documents securely, with encryption ensuring that only intended recipients can access the content.

Encrypted messaging apps provide real-time communication while ensuring the confidentiality of shared files through end-to-end encryption.”

File Authentication

Authentication is a security process that most apps use to restrict access to your secure files.

The file authentication process has three steps:

1. Identification

2. Authentication

3. Authorization

The identification process is normally just a matter of entering your username. 

However, the authentication process can vary from simply entering a password to multi-factor authentication methods like answering a security question, confirming an access code sent to you by text, or even using your fingerprint.

The authorization step occurs after you satisfy your file sharing system’s authentication steps and are granted access.

Access Controls

Access controls are a file security method for regulating the number of people who can access sensitive information. 

When you use a file-sharing tool that deploys access controls, you can grant certain people access rights and choose which documents they can or cannot see.

The most common access control types are mandatory and discretionary access controls.

Mandatory access controls are organizational access controls designed to grant access based on a group’s user privileges. 

Meanwhile, discretionary access controls are ideal for families and individuals. They enable users to pick and choose who can access documents on a case-by-case basis.

Hardware Keys

Hardware keys are a physical form of multi-factor authentication. After entering your username when prompted, a file-sharing service will ask you to prove your access credentials using a physical hardware key.

Hardware keys often take the form of dongles, which you can plug into a USB port that the platform you use will instantly recognize.

Using Multiple Layers to Safeguard Your Files

While each secure file-sharing method has its own set of benefits, you can never be too careful when transmitting sensitive information online. That’s why experts recommend using a file-sharing service that combines multiple (or all) of these security measures.

Rosenfeld advises:

“When utilizing a secure file-sharing service, I anticipate a multifaceted approach to security. This includes robust encryption protocols ensuring end-to-end encryption for both data in transit and at rest.

“Additionally, the service should incorporate multi-factor authentication mechanisms, requiring users to authenticate their identity through multiple verification steps, such as passwords, biometrics, or security tokens. Access controls should be in place, allowing administrators to define user permissions and restrict access to sensitive files.”

That’s where a Family Operating System® like Trustworthy comes in.

Trustworthy is a dynamic and flexible digital repository individuals can use to create digital copies of their important family documents for secure storage and controlled access.

Trustworthy’s security measures include robust password recipes, two-factor authentication, hardware keys, and 256-bit encryption to ensure your sensitive information is always under lock and key.

You can then use access controls to collaborate with other users and grant them access to certain documents when required. 

For example, you could send an emergency contacts list to family members, send your will to your attorney, share stock information with your financial planners, or anything in between.

Want to learn more? 

Check out Trustworthy’s range of features and discover how to master secure file sharing using our unique Family Operating System®.

Frequently Asked Questions

What Is Secure File Sharing?

Secure file sharing is a method of transmitting files online that uses one or more security measures to ensure that only the intended recipient can access the information.

How Do I Make File Sharing More Secure?

To securely share files, use encrypted services, multi-factor authentication methods, limit access controls, and even deploy hardware keys.

What Is the Best Way to Send Documents Securely?

To send documents securely, ensure you’re using an app or software service that uses encryption, authentication, and other security methods.