A single unsecured file transfer can be all it takes for sensitive business data to fall into the wrong hands. Cybercriminals constantly look for weak points, and file-sharing mistakes—like sending unencrypted files or using unsecured links. This can open the door to data breaches, financial losses, and compliance violations.
But secure file sharing isn’t just about preventing threats; it’s about ensuring smooth collaboration without putting your business at risk.
Lets go through 11 practical tips to help you share files safely and confidently.
What is Secure File Sharing For Business?
Secure corporate file-sharing sometimes referred to as protected file sharing, is a protected method of secure file transfer between users or organizations. Whether a business user is sharing a single business file or a group of files, secure file sharing for business ensures sync, encryption and restricted authorization to help ensure security and privacy.
This provides organizations, including law firms, with a safe way to share sensitive corporate files with users inside and outside the corporate network. File sharing software for lawyers plays a crucial role in protecting legal documents, ensuring compliance, and maintaining confidentiality. File sharing works for every file type that a business easily shares internally or with customers, which includes.
- Legal information
- Financial data
- HR or personnel information
- Classified projects
Securing online file sharing for businesses protects files from unauthorized access, bad actors, ransomware, viruses, and online threats.
11 Best file sharing tips for businesses for 2025
1. Choose a secure file-sharing service
Selecting a reliable and secure file-sharing tool is the first step in protecting business data. Look for platforms that offer:
- End-to-end encryption (E2EE): Ensures files remain encrypted throughout transit and storage.
- Zero-knowledge architecture: The provider cannot access your encryption keys or data.
- Regulatory compliance: Services should meet standards like GDPR, HIPAA, ISO 27001, or SOC 2.
Examples: Secure platforms include Google Drive (with advanced admin controls), OneDrive for Business, Dropbox Business, Tresorit, and Box Enterprise.
Why? A secure platform provides encryption, access control, and audit logs, ensuring files are protected from unauthorized access and compliance violations.
2. Encrypt files before sharing
Even when using a secure file-sharing service, encrypting files before upload adds another layer of protection. Use:
- AES-256 encryption for file-level protection.
- RSA encryption (2048-bit or higher) for encrypting file keys.
- Pretty Good Privacy (PGP) for end-to-end encrypted email file transfers.
Tools to use: BitLocker (Windows), FileVault (Mac), and OpenSSL for custom encryption.
Why? Pre-encrypted files ensure that even if intercepted or leaked, they remain unreadable without the correct decryption key.
3. Implement role-based access controls (RBAC)
File-sharing should follow the Principle of Least Privilege (PoLP), where users only get the minimum access required for their roles. Key actions include:
- Setting view-only, edit, or download permissions per user.
- Restricting file-sharing to internal employees unless external sharing is necessary.
- Implementing time-limited access (e.g., auto-expiring shared links).
Example: Microsoft OneDrive allows sensitive labels that classify files and enforce strict sharing permissions automatically.
Why? RBAC minimizes the risk of unauthorized data access and limits exposure if an account is compromised.
4. Use strong, unique passwords for shared files
When sharing files via links, always:
- Generate a strong password with at least 16 characters including uppercase/lowercase letters, numbers, and special characters.
- Never reuse passwords across multiple file shares.
- Store and share passwords securely using password managers.
Why? A strong password ensures that even if the shared file link is exposed, unauthorized users cannot access it without the password.
5. Enable multi-factor authentication (MFA)
Every account involved in file sharing should have MFA enabled, requiring:
- One-time passwords (OTP) via SMS, email, or authenticator apps.
- Hardware security keys (FIDO2, YubiKey) for added protection.
- Biometric authentication (Face ID, fingerprint) for mobile devices.
Why? Even if an attacker steals login credentials, MFA prevents unauthorized access by requiring a second form of verification.
6. Keep file-sharing software and devices updated
Outdated software contains security vulnerabilities that hackers exploit. Best practices include:
- Auto-updating file-sharing applications.
- Enabling automatic security patches on operating systems.
- Using MDM solutions to enforce update policies on managed devices.
Why? Regular updates patch security flaws that cybercriminals use to exploit file-sharing systems.
7. Educate employees on secure file-sharing practices
Employees are the weakest link in cybersecurity. Regular training should cover:
- Recognizing phishing attempts and malicious file-sharing links.
- Avoiding public file-sharing services (e.g., WeTransfer without encryption).
- Using company-approved file-sharing tools instead of personal cloud storage.
Why? Educating employees reduces the likelihood of security breaches caused by human error.
8. Monitor and audit file access logs
Use UEM-integrated logging solutions to:
- Track who accessed, modified, or shared files.
- Set up real-time alerts for unusual access patterns (e.g., downloads from unknown locations).
- Conduct regular security audits to identify potential vulnerabilities.
Why? Continuous monitoring helps detect unauthorized access early, preventing data breaches.
9. Use secure networks for file transfers
When sharing files, always:
- Use TLS 1.2 or TLS 1.3 encryption to secure connections.
- Avoid public Wi-Fi unless connected via a VPN (Virtual Private Network).
- Implement Network Access Control (NAC) to restrict file-sharing to trusted networks.
Why? Secure connections prevent Man-in-the-Middle (MitM) attacks, where attackers intercept and modify data in transit.
10. Implement data retention and Secure Deletion Policies
Businesses should define clear policies on:
- How long files should be retained before deletion.
- Which encryption standards should be used before disposal.
- Using secure deletion methods like:
- DoD 5220.22-M (3-pass overwrite).
- UEM solutions with remote wipe capabilities.
Why? Proper data retention prevents unnecessary file storage risks, and secure deletion ensures sensitive data cannot be recovered by attackers.
11. Maintain a backup and disaster recovery plan
Backup solutions should follow the 3-2-1 backup rule:
- 3 copies of the data.
- 2 different storage media (cloud + on-premises).
- 1 offsite backup (air-gapped or immutable storage).
Best practices include:
- Versioning backups to restore older file versions in case of corruption or ransomware.
- Encrypting backups with AES-256 before storage.
- Testing disaster recovery plans periodically.
Why? Backups protect against accidental deletion, ransomware attacks, and system failures, ensuring business continuity.regularly.
How secure file sharing looks with Scalefusion UEM
Scalefusion UEM offers solid capabilities for sharing files across multiple platforms – Windows, iOS, macOS, Android, Linux and Chrome. It offers the following features that allow you to securely share files across your organization, while maintaining smooth collaboration.
1. Content management
Helps you equip your team with instant access to essential business files. You can share documents, videos, and presentations directly to the end-user’s device, improving employee productivity and resource accessibility.
2. FileDock
This is Scalefusion UEM’s native enterprise application. Any content you upload via Content Management is visible to the end-user only on the ‘FileDock’ app. This creates a cohesive and reliable environment for secure file sharing.
3. BitLocker Encryption
Scalefusion UEM offers unified management by allowing IT admins to enforce BitLocker encryption on Windows devices from a centralized dashboard. Admins can configure the BitLocker settings according to their preferences and security level and push it drives and devices which need encryption.
4. Reports
FileDock reports provide in-depth analytics of all the files pushed on the managed devices. You get granular details such as – download status of files, list of files that could not be downloaded and reason for failure, number of times a presentation was looped, presentation touch analytics and so on.
5. Roll-based access control
Scalefusion’s Role-Based Access Control (RBAC) enables organizations to assign specific roles to administrators, ensuring secure and streamlined access management. Roles available from the dashboard include:
- Group Admin – Manages assigned device groups.
- Device Admin – Oversees device policies and configurations.
- Co-Account Manager – Shares full account access.
RBAC enhances security, simplifies admin workflows, and ensures compliance by restricting access based on roles.
Secure, simplified, and seamless: File sharing with Scalefusion UEM
Secure file sharing is no longer just an IT concern—it’s a business necessity. Whether protecting sensitive data, maintaining compliance, or ensuring seamless collaboration, the right tools and practices make all the difference.
Scalefusion UEM simplifies secure file sharing by digitalizing information, enabling employees to access critical documents anywhere, without relying on email. With built-in encryption, granular reports, and role-based access, it offers a cost-effective way to streamline content sharing while keeping your business protected.
Ready to enhance secure file sharing in your organization? Book a demo or start your 14-day free trial today!
FAQ
1) Why is secure file sharing important for businesses?
Secure file sharing is crucial for modern enterprises that rely on cloud services like Google Drive or Dropbox to scale operations and enable remote collaboration. Without secure file-sharing practices, businesses risk employees using unauthorized tools (shadow IT), which can lead to data breaches and loss of control over sensitive information.
2) What are the risks of sharing files without proper security?
Unsecured file sharing can expose your organization to several cybersecurity threats, including:
- Malware infections and hacking
- Data leaks or exposure of sensitive business information
- Compliance violations and potential legal penalties
3) What are the key benefits of using secure file-sharing solutions?
- Better collaboration
Teams can work together seamlessly from anywhere. Secure platforms allow file access and sharing across devices, supporting hybrid and remote work environments. - Enhanced security
Secure file-sharing tools strike a balance between ease of use and enterprise-grade security. They help prevent the use of shadow IT and protect against data leaks. - Data backup and recovery
Secure systems automatically back up files, ensuring that older versions or lost files can be recovered. Solutions like Oracle replication enhance this further by providing robust backup and integrity. - Efficient large file transfers
Secure file-sharing platforms support the fast transfer of large files, unlike traditional email attachments, improving productivity and user experience.
