Remember the good old days when you could go to the company file cabinet and pull out pretty much anything you needed? Unless it was locked, in which case you either weren’t supposed to see it or you had to ask for permission to see it. Today, almost all files are digital and can be safely secured on file sharing sites like Dropbox, Google Drive or Microsoft OneDrive.
Many people are discovering the benefits of safely and securely putting their documents, photos, music and video files on these sites since they can store quite a bit of information either free (up to a certain size) or for a low monthly cost. Many businesses are also using these sites to store and share inter-office files and communication. However, there are some risks you should be aware of.
A file sharing site is only as secure as you allow it to be
First of all, remember that ANY information you upload onto a file sharing site is only as secure as you allow it to be in terms of having a strong password set up. Simple passwords such as your nickname, dog’s name or your street address can more easily than not be discovered and hacked. The best password is at least 8 characters and contains an alpha numeric and symbol mixture. Substituting certain numbers in place of letters work well such as 4 instead of A, 3 instead of B etc. A strong, secure password would look something like 4m3rose! which is Ambrose!.
Another consideration is using personal file sharing sites for company files you want to access while working remotely. If you are transferring files into Dropbox without your companies express permission, you are putting your company and your career at risk. Get permission first and talk with your IT manager about how to best secure those files.
And lastly, if you use a file sharing site that your company uses for personal files such as your photos, music and videos, remember those are easily available to most anyone in the company. If you illegally download the latest copy of Adele’s new album to listen to at work, again you put the company and yourself at great risk. Remember “It is always better to ask for permission, than to beg for forgiveness”
KLH – Minneapolis IT Managed Services Provider
Scott Johnson COO, KLH