It is part of day-to-day business working with people outside your company, like clients, partner organisations, contractors and suppliers. But sharing files with them can be risky if you don’t use the right tools.

Without the right security measures, you could be exposing sensitive data to unnecessary risk. Traditional methods like email attachments can be particularly vulnerable to data breaches and human error, such as sending a document to the wrong person. Also, some common online file sharing services lack client-side encryption and have more potential to get hacked.

Secure file sharing isn’t just about protecting your company’s information; it’s also about maintaining the trust of your clients and partners. By using secure methods, you demonstrate a commitment to data privacy and regulatory compliance.

Key practices for secure file sharing

When choosing a method for sharing files, look for solutions that incorporate these best practices:

• End-to-end encryption: This is a crucial security feature. End-to-end encryption ensures that your files are scrambled from the moment they are sent until they are received by the intended recipient. This prevents unauthorised parties from accessing the data while it is in transit.
• Access controls: Secure platforms should allow you to control who can view, edit, download, or share a file. You should be able to grant permissions on a per-user basis and revoke access at any time.
• Time-limited access: It’s a good practice to set an expiration date on shared links. This automatically removes access to the file after a certain period, reducing the risk of old links being used to access outdated or sensitive information.
• Auditing and tracking: A secure system should provide a clear audit trail. This means you can see who has accessed a file, when they accessed it, and what actions they took (e.g., viewed, downloaded, or edited).

What does Beaming recommend? Microsoft SharePoint

SharePoint is a Microsoft tool that helps teams store, organise, and share files. It’s part of Microsoft 365, so it works smoothly with apps like Teams and Outlook.

Why is SharePoint good for Secure Sharing?

Here’s what makes SharePoint a good choice for secure sharing:

• You control who sees what: Share files with specific people, not just “anyone with the link.”
• Set limits: You can make links expire or block downloads.
• Keep things safe: External users may need to log in and use two-factor authentication.
• Track activity: You can see who opened or edited a file.
• Create separate spaces: Set up dedicated folders or sites just for external sharing.

Tips for security

• Share with named individuals, not open links
• Use expiration dates for shared links
• Keep external files in separate folders or sites
• Check who’s accessing your files

Conclusion

SharePoint makes it easy to work with people outside your business—without putting your data at risk. It’s secure, flexible, and built for modern collaboration.

There are of course many other solutions you can use, such as a local SFTP server, of which will require some very specific configuration to ensure its security, but once configured and set up, they can be invaluable, especially for large transfers between organisations, this is typically used by larger organisations for imports/exports of data.

It’s important to additionally note, that there are other platforms like Google Workspace, Dropbox Business, and Box and some of them can offer solid collaboration and security features (IF configured correctly), SharePoint is the clear choice for businesses already using Microsoft 365. Its deep integration with tools like Teams, Outlook, and OneDrive means users can work seamlessly across apps without switching platforms. Plus, SharePoint offers enterprise-grade security, customisable access controls, and compliance tools, making it especially valuable for organisations that need both flexibility and control.

If you want support with choosing the right file-sharing solution or peace of mind it is configured correctly. Get in touch.