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6 Practices for Safe and Effective Document Sharing Among your Coworkers

2021-05-11 15:44:43 • by Jason Will
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best practices for safe and effective document sharing

Data security is becoming all the more critical, with cybercriminals seizing the global pandemic's uncertainty to penetrate business networks for financial gain. A recent Trend Micro survey revealed that 23% of respondents said their businesses experienced at least 7 data penetration attacks in 2020. As businesses become more data-dependent and remote work is the norm, leaders' need to use secure file transfer methods becomes more apparent in preventing reputational damage.

Secured file sharing for business goes beyond bolstering security as it can also enhance collaboration among team members and increase productivity. A McKinsey study revealed that having a secure document sharing strategy in place increases productivity by up to 30%. This is because a file-sharing strategy prompts managers to enable their coworkers to quickly share all types of data and efficiently track project deliverables.

An effective document sharing strategy also increases customer trust as more individuals are becoming increasingly more concerned with their data security. Therefore, business leaders must implement common file sharing best practices to their daily operations to ensure that coworkers won't fall prey to sophisticated data penetration techniques. Read on to find out document sharing practices you can implement to ensure safe file sharing.

1. Use Electronic Signatures

One of the most economical ways to ensure safe and comprehensive document sharing is to employ electronic signatures. It empowers organizations to enhance their overall productivity and performance by reducing delays in signing life contracts. It also lowers the risk of human errors and simplifies the entire approval and signature procedure.

Digital signatures also ensure that your documents were not tampered with by malicious parties. With the transition to remote work, organizations that use traditional processes run the risk of having their documents being tampered with and signatures duplicated by malicious parties.

The advantage of electronic signatures is its ability to let you set up specific administration consents as mandated by the European Union's (EU) General Data Protection Regulation (GDPR). Adhering to these strict regulations ensures that you won't fall victim to complex data penetration techniques and suffer hefty fines as a result of non-compliance.

2. Train and Educate Employees

Using powerful security tools can only do so much to protect an organization from file-sharing risks. Therefore, you must ensure your employees know how to determine and mitigate incoming data security issues. Educating coworkers on the desirable practices and procedures for securing files helps organizations avoid criminal penalties and making the headlines for all the wrong reasons.

Employees are often the weakest link in the organization's file sharing security chain. However, organizations can turn this around and make them their best defense by educating them on the intolerance of specific data and the threats connected with mishandling information. Continuous employee training also reduces the likelihood of blunders in document sharing security should a coworker leave your organization.

Security awareness training also helps your coworkers know the information they cannot share outside of your organization. This is key in encouraging employees to take additional care of such information to avoid falling victim to social engineering and other data penetration techniques. Knowing how would you manage file sharing also empowers them to look for safe ways of sharing business-critical data with third-parties.

3. Evaluate File Sharing Tool Occasionally

Reevaluating your file-sharing tool is essential in determining whether it can still meet your team's requirements. Business workflows change over time, resulting in some tools to be deemed unfit for processes. Sticking to such tools may increase employees' difficulty to finish their work on time and pose a cumulative risk of losing information to malicious parties.

Ask for employee opinions on whether the existing solution improves or holds their workflows back and subsequently use those findings to identify whether searching for new file-sharing software is required. You can also use these insights to search for solutions that can fit your present and modified workflows. Either way, keeping employee feedback in mind ensures that the tool can improve document sharing among coworkers.

Testing the file-sharing tool's overall security also helps ensure that you can handle data intrusion attempts. As data protection becomes more sophisticated, so are hackers' techniques to intercept file sharing between employees. By keeping your file-sharing tool strong enough to meet emerging threats, you can increase your overall productivity and reduce costly downtime.

4. Achieving a Seamless File Sharing Process

A successful organization is built on teamwork, and collaborating and sharing files across multiple departments is essential in staying competitive. One way to thrive in a cutthroat digital industry is by employing powerful tools like cloud management solutions to manage, access, and share data. An excellent software that offers a perfect mix of simplicity and functionality is Wondershare Document Cloud, which allows you to share and save documents on the cloud.

Wondershare Document Cloud is a dynamic cloud management platform that empowers organizations to enhance their workflows and improve productivity. It is brimming with powerful features like electronic signatures, 100GB cloud storage, cross-platform compatibility, and cloud deployment, enabling users to sign PDF documents on the cloud and collaborate seamlessly. Wondershare Document Cloud also offers a free trial on top of its comprehensive pricing packages designed for individuals and business teams.

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5. Implement a Good File Naming Strategy

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Businesses deal with multiple documents daily, making it even more challenging for team members to ensure effective file organization. Without a strategic file naming convention, your employees will be left clueless on the data needed to be shared with their coworkers and third-parties. It also increases the likelihood of misfiling and ultimately losing touch with business-critical documents when necessary.

While the adverse impact of a lack of file naming strategy may not immediately set in, it can prove detrimental to your overall efficiency in the long run, especially if you are managing and transmitting a truckload of business documents. The lack of a file naming convention can also create information silos among your coworkers and prevents seamless document sharing across multiple departments.

Employing a reliable file naming strategy allows everyone to know the content of a document without opening it, prompting a quicker sharing of information and convenient signing of documents on a computer. It can also help you avoid the risks of misplaced information due to a logjam of uncoordinated files. By keeping your files organized, you can ensure better collaboration and consistent document sharing between coworkers, leading to higher productivity.

6. Take Advantage of Document Management Software

Document management software transformed from simple file storage to be a comprehensive solution promotes the most secure file sharing, ensures easier retrieval, and improves collaboration. Unlike other tools, document management solutions provide users with a comprehensive audit trail of those who had seen and modified the file. This way, organizations can hold employees accountable for their interactions with third-parties when sharing sensitive company data.

Improved collaboration is also possible with document management platforms thanks to its ability to provide easier access for users to share and work together on data throughout different locations. Using document management software to share and collaborate on files also increases your employees' visibility to organizational processes and promote value-added workflow tracking. Easing the process of exchanging information between coworkers increases your business workflows' speed, resulting in faster decision-making.

Document management solutions are also built-in with dynamic version control capabilities, making it easier to keep track of file changes. This can make a world of difference when multiple coworkers work on the same file, and there are unauthorized alterations to the document. This way, you can easily revert to the old version rather than re-do the document again, saving time and improving efficiency.

Jason Will

Jason Will

chief Editor

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