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The Complete Guide to Online Secure File Sharing

Secure document transfer continues to be a priority for a growing number of organizations. The best method depends primarily on the information contained in the documents, who you are sharing them with and for how long they need to access them. Cloud storage is perhaps the single most popular solution. However, it’s not your only option, nor is it the most practical when you need to share highly sensitive information.

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Secure document sharing continues to be a priority for a growing number of organizations. The best method depends primarily on the information contained in the documents, who you are sharing them with and for how long they need to access them. Cloud storage is perhaps the single most popular solution. However, it’s not your only option, nor is it the most practical when you need to share highly sensitive information.

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Why You Should Care About Your Document Security

Every organization may have different reasons for sharing sensitive or confidential documents, but they all must give their utmost attention to the security of such information. In particular this includes information about the following:

Whenever information belonging to third parties — such as clients, employees and business partners — is involved, your firm could be subject to lawsuits if it should fall into the wrong hands. That’s why secure file storage and transfers are the foundation of your cyber security strategy.

Best Practices for Secure File Sharing

Secure file sharing is a combination of advanced software, consistent company protocols, and individual best practices. Consider the following tips to keep your sensitive files safe from unauthorized access:

Start with an enterprise-grade secure file transfer system – Rather than using simple file sharing such as Google Drive or Dropbox, opt for a file transfer service with centralized security controls, expiry date options, encrypted file sharing, and more.
With industry-recognized security credentials and certifications from ISO 27001 and AICPA SOC 2, CapLinked meets the strictest standards, protecting physical and digital data and privileged financial information in accordance with international protocols. When you use our VDR to share your enterprise’s data and assets, you can rest assured your information is readily accessible and reliably secure.
Set access controls for sensitive data – Send files securely to only the person meant to see them. Customizing user permissions for different folders can also help you organize incoming large files by levels of confidentiality. Creating private file-sharing protocols lowers the likelihood of unauthorized viewing.
Provide employee education – Work with your Information Technology department to train employees on individual information security practices. These can include using multi factor authentication, setting complex passwords, and learning to manage secured file transfers remotely.
Use a cloud-based secure file exchange – Cloud-based systems are quick to install and can be accessed by company personnel from all over the world. Ease of access and well-managed file transfers allow for streamlined collaboration. Advanced cloud-based systems such as Caplinked also include tools in compliance with GDPR and other data privacy regulations.

Other File Sharing Platforms

CapLinked’s Solution

File Sharing Methods & Risks

Why CapLinked is the Leader in the VDR Technology

Many companies trusted CapLinked as their online file sharing platform. CapLinked offers the following features:

Military-grade 256-bit encryption
SSAE18 and ISO 27001 certified servers
HIPAA and SOC 2 compliance
Plugin-free technology that eliminates software updates and associated security threats
State-of-the-art DRM technology
Digital watermarking with customization options
Full-featured activity tracking
99.95% Guaranteed Uptime Service Level Agreements

How to Use CapLinked to Share Documents Online Securely

Once you enter a CapLinked VDR Workspace, you will immediately see that all of the sophisticated technology that protects your documents has an easy-to-use interface that allows you to quickly set up your VDR exactly as you need it, without a steep learning curve.

Getting started with CapLinked is very easy, as the following steps make clear:

Create a free account. There is no need for credit card information or any other details. All you need is your workplace email address.
Login.
Create a folder, or several folders side-by-side or in a tree.
Upload a test document, or several.
Set up group permissions for non-administrators.
Invite colleagues to a group within the Workspace.

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Our starter virtual data room plan grants teams access to the secure document sharing and advanced security features they need.

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Custom Watermarking
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Our enterprise plan is ideal for companies that conduct due diligence and close deals as part of their core business functions. Enterprise clients receive exclusive access to Concierge Services.

Unlimited Protected Data
Priority Email & Phone Support
API access integration
SAML-based Single Sign-On (SSO)
Access Whitelisting by IP
Real Time Virus Scanning
Personalized on-boarding
Full service setup
99.9 Uptime SLA

Learn How to Securely Share Files Online

Frequently Asked Questions

What are the risks of online file sharing?

Without using a secure virtual data room, data can be breached through unwanted external sources and password sharing.

What is the most secure way to transfer confidential information?

While there are endless ways to share files online, the most secure way to transfer confidential information is through a virtual data room (VDR) that protects and encrypts your data end-to-end. Caplinked provides a secure platform to conduct and share information with ease.

How should I determine the most secure platform for online file sharing?

You need to evaluate each online file sharing platform based on several essential factors, from the control capabilities, compliance and industry standards, to customer service. Please read the 7 features each document security system should have.

Are Dropbox, Google Drive, and Box secure enough for a due diligence process?

No, those online sharing platforms don’t provide enough security for your due diligence. In 2016, file hosting site Dropbox was hacked. Millions of people had their login credentials exposed, which prompted the company to reset all passwords going back four years. Learn more which secure file sharing platform you should use here.

Is a transaction room secure enough?

A transaction room allows all parties to sign documents easily. However, it may not be a secure file sharing platform. In some situations, such as due diligence before an M&A deal, may require a higher level of security that a virtual data room provides. Know the difference between a transaction room and VDR before sharing any file online.

Why does a due diligence process need a secure virtual data room?

The due diligence process before a merger and acquisition deal will work on highly confidential documents like financial statements, assets, employees data and payroll. In addition to that, there are several parties working on the report. CapLinked makes it easier to compile your due diligence report by enabling your staff to track changes in files, manage file permissions, and even revoke access after download.

What are some tips on how to secure Word Documents?

You can secure your Word Documents by making them Read-Only and/or encrypt them with a password. However, if you are working on highly sensitive materials, individual document protection is not enough.

Do I need to encrypt my business documents?

You should encrypt your business documents, especially if they contain confidential information and will be shared with multiple people. The level of encryption may vary depending on your business needs. Learn more about types of encryption here.

Who should use Caplinked as the secured file sharing platform?

CapLinked provides a secure document sharing platform for all types of business. It enables different parties to share data and communicate without the risk of any information breach.

How do I monitor the access level of users to the files in the dataroom?

User access can by monitored, adjusted, and/or removed at anytime by administrators to the dataroom via the Permissions module on the CapLinked browser.

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