Many personal and professional circumstances require the exchange of sensitive documents, such as during financial or legal transactions. Documents in transit face the risk of data breaches and unauthorized access.

Virtual data room providers offer solutions to address these risks, providing a secure storage platform for storing and sharing sensitive information. Here are some tips for sharing documents securely: 

1. Employ Encryption

When you encrypt a document before transmission, the content is transformed into an unreadable format. This encryption renders it incomprehensible to unauthorized interceptors.

With encryption, even in the event of interception, the files remain obscured without the encryption key. There are different encryption algorithms, such as the Advanced Encryption Standard (AES), that strengthen the barrier around your documents.

2. Implement Password Protection

Craft a strong, unique password to avoid guessable combinations. Use a combination of letters, numbers, and special characters to fortify the password against dictionary attacks.

This cyber attack strategy involves guessing passwords using a predefined list of words the attacker believes the target might have used. Share passwords separately through secure channels to prevent unauthorized access.

3. Utilize Secure File Transfer Services

Secure file transfer services are explicitly for sharing confidential documents. They offer a layer of protection beyond conventional methods.

These file transfer protocols operate on a zero-knowledge policy, meaning the service provider cannot access the stored data. With end-to-end encryption, only authorized users retain control and access to sensitive documents.

4. Enable Two-factor Authentication

Implementing two-factor authentication adds a layer of protection that involves a second form of verification before access. A time-sensitive code is sent to a mobile device, which is required when signing in. This makes it challenging for attackers to exploit compromised passwords.

5. Set Expiry Dates for Sensitive Data

Setting up expiration dates for document access is a strategy that adds security, particularly for time-sensitive information. The built-in expiration date acts as an automatic safeguard, rendering the document inaccessible beyond the specified time frame.

This strategy can be implemented for confidential contracts, medical test results, financial reports for external auditors, research collaboration, and employee onboarding documents.

6. Verify and Adjust Sharing Permissions

Leading virtual data rooms provide detailed access controls, allowing you to review and set appropriate permissions before sharing a document. Individuals should have access that matches their roles and responsibilities.

By limiting access to the different components of a document, organizations reduce the risk of unauthorized exposure and data manipulation. Regularly audit and adjust permissions to align with current requirements and the organization’s hierarchy. These updates prevent outdated permissions from becoming potential security loopholes.

7. Connect To Secure Networks

Public Wi-Fi networks are common in coffee shops, airports, and other public spaces. These networks are susceptible to cyber threats and attacks, including interceptions by third parties and eavesdropping.

Users overcome the risks associated with unsecured networks by using virtual data rooms. Virtual data room providers employ encryption protocols on documents to maintain their confidentiality, even if they are transmitted through potentially compromised networks. 

8. Monitor and Track Document Access

Monitoring tools enable users to see who accessed a document and when. This auditing offers an additional layer of security, aiding in the detection of irregularities and breaches. Data transparency deters unauthorized access and also facilitates rapid response and remediation in the event of suspicious activity. Virtual data room monitoring capabilities demonstrate accountability and adherence to data protection standards.

9. Update Software

Consistent updates can strengthen protection against emerging cyber threats and potential vulnerabilities. Software updates consist of security patches that address known vulnerabilities that developers have identified. Updates help encryption tools remain resilient, and file-sharing platforms are equipped with the latest security enhancements.

Seek Out Virtual Data Room Providers

Safeguarding private documents during transfer requires a combination of different measures. These include using encryption, implementing passwords, and utilizing file transfer services. Contact a virtual data room service provider today for a secure way to store and share your sensitive files.

Robert