Secure information sharing & Prevent data theft and dissemination

In this series:

Secure information sharing

Secure information sharing and collaboration

Being able to share information securely is a critical function for many organizations, especially those working on projects with external partners, suppliers or consultants. Ensuring that sensitive information does not fall into the wrong hands requires robust tools and methods that allow files and documents to be shared securely, while access is closely controlled.

Encrypted information sharing

Encrypted communication channels are used to protect data during transmission and storage. By using tools that enable encrypted sharing of files and documents, organizations can ensure that only authorized recipients have access to the information. Encryption makes it impossible for unauthorized persons to read the content, even if it were intercepted or stolen in transit.

Granular access when sharing information

It is important to be able to share information with the right people and with the right permissions. An effective information sharing tool makes it possible to:

Set different access levels, such as "read only", "edit" or "share".
Revoke access if needed for example if the recipient no longer needs access or if security requirements change. This gives the organization full control over the shared information throughout the sharing process

Secure reader for read-only access

A common solution to prevent unauthorized dissemination or misuse of shared information is to use a secure reader. This means that the recipient can only read the information via a secure viewing application that prevents:

Copying of text and content.
Downloading the document to a personal device.
Screenshot or other means of extracting information.

This method ensures that the information can be shared in a controlled manner and minimizes the risk of sensitive data being disseminated, even if the document has been shared with external parties.

Usage policies based on recipients

Another important aspect of secure information sharing is applying individual policies depending on the recipient and their role in the organization or project. For example:

External consultants may be allowed to open a document, but a policy may force it to be opened in "read-only" mode and with a visible watermark indicating that the document is confidential. This watermark may also include the recipient's name or email address to discourage unauthorized distribution.
Project employees or internal team members can be given full editing access to the documents. This may include the ability to open and process files in regular programs, such as Microsoft Word, to facilitate daily work with the project material.

Having granular usage policies based on the recipient's relationship to the organization ensures that each individual gets exactly the level of access required for their data, and nothing more.

Customized security levels depending on the type of document

Different types of information, such as blueprints, financial reports or project documents, require different levels of security depending on their sensitivity and who they are shared with. Organizations should be able to set specific security policies for different types of information

Drawings can, for example, be shared with external construction contractors with the option to only read and comment without downloading the document.
Reports can be shared with financial partners with access to both read and edit capabilities, depending on their role in the project.

Prevention of proliferation and abuse

One of the biggest challenges with information sharing is preventing shared information from spreading further without control. There are several techniques and tools that can be used to minimize these risks:

Block email attachments: Shared information can be configured so that it cannot be attached to emails or uploaded to external storage areas such as cloud services. In this way, the organization can ensure that sensitive data remains within controlled channels and is not disseminated uncontrolled.
Traceability and audit logging: All shared information should be traceable. This means that the organization can see who has opened, edited or shared the document, as well as when and where this happened. Traceability provides an extra level of accountability and security, deterring unauthorized use of shared information.

Watermarking for increased security

Using watermarking is an effective way to further protect shared information. By applying automatic watermarks to documents, indicating that the material is confidential or belongs to a specific department, organizations can clearly demonstrate that the information is protected. Watermarks can also include the recipient's name or email address, which creates a deterrent effect and makes it possible to trace any leaks.

Prevent data theft and dissemination

Strong security measures to protect information:

To protect information from being stolen or disseminated, knowingly or unknowingly, it is crucial to implement strong security measures. These security measures help organizations deal with both internal and external threats and ensure that sensitive information remains protected.

Here are some of the key actions:

Data encryption both at rest (stored) and in transit:

Encryption is a basic security method to protect data from unauthorized access. Encrypting information both when it is stored and when it is transferred between systems ensures that even if the data is intercepted, it cannot be deciphered without the correct encryption key.

Data Loss Prevention (DLP):

DLP systems are used to identify and block unauthorized transfers of sensitive information, such as personal data or company secrets. These systems monitor and analyse data flows, both internal and external, and can automatically take actions such as blocking or alerting when sensitive data attempts to leave the organization's network in an unauthorized manner.

Automatic discovery of sensitive data:

Modern security systems can automatically scan and identify sensitive information in the organization's network, documents and e-mail. This automatic detection ensures that even undetected or unclassified sensitive data can be located and protected. For example, the system can detect personal data, financial data or intellectual property rights, and ensure that this data is handled in accordance with the company's policies and regulations such as GDPR.

Automatic labeling of sensitive data:

When sensitive data is identified, automatic labeling systems can apply security labels based on the content or context of the data. This means that all sensitive information is automatically given the correct label, such as "confidential" or "for internal use only", without the user having to intervene manually. Automatic tagging helps ensure that security measures are applied consistently and that the right level of protection is applied to all sensitive data

User training:

Even the best technological solutions cannot completely eliminate the human factor. User training is an important part of security work. By training employees to understand the importance of protecting sensitive information and how to avoid common security risks, such as phishing or insecure handling of data, organizations can reduce the risk of accidental security incidents. It is particularly important that users learn to identify warnings from security systems and follow internal procedures for information management.

Continue reading:

Traceability and logging & Encryption

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