Data Protection
Securely Share Files with Clients and Partners
A practical framework for sending and receiving sensitive files with better access control and auditability.
Choose controlled sharing channels
Email attachments create version and access risks.
Prefer managed sharing platforms with permission controls.
Action checklist
- Use approved cloud sharing tools only.
- Avoid sending sensitive files as open attachments.
- Create standardized folder structures per client.
Apply minimum necessary permissions
Defaulting to edit access increases accidental change risk.
Grant view or comment access unless editing is required.
Action checklist
- Set default share mode to view-only.
- Grant edit access only when justified.
- Restrict resharing if platform supports it.
Use expiration and review cycles
Persistent links can outlive business need.
Set expiration windows and periodic access reviews.
Action checklist
- Apply link expiration dates for external shares.
- Review external access monthly.
- Disable stale links after project milestones.
Track audit and incident signals
Audit trails help investigate unusual access and support compliance obligations.
Monitor failed access attempts and bulk download behavior.
Action checklist
- Enable activity logs for shared repositories.
- Set alerts for unusual download patterns.
- Document response steps for mis-shared files.