Secure Human Behavior – Practicing Safe File Sharing and Data Transfer

Modern workflows often require employees to share files across multiple platforms, both internally and externally. While convenient, improper file sharing remains a top cause of data breaches.

A survey revealed that 78% of organizations still use unencrypted protocols for some file transfers and only 44% employ two-factor authentication when connecting to their file transfer servers. Employees frequently use unauthorized cloud services, personal emails, or public links to expedite file sharing, bypassing secure protocols.

Despite company policies, convenience and speed often override security best practices. This highlights a critical reality—secure file sharing isn’t just about tools, but behavior. Employees must develop secure habits to ensure sensitive files are protected throughout every transfer.

In this post, we’ll explore:

• Why secure file sharing is essential for data security
• The business and cybersecurity benefits of safe file transfer practices
• How to deploy and sustain secure file-sharing behavior using Keepnet’s tools

What Is Secure File Sharing and Why Is It Critical?

Secure file sharing is more than just a convenience—it’s a necessity. With organizations handling vast amounts of sensitive data daily, any lapse in secure file transfer practices can expose critical information, compromise client trust, and result in significant financial losses.

Secure file sharing ensures that sensitive files are transmitted and stored in a way that safeguards them from unauthorized access or cyberattacks.

In 2024, several high-profile data breaches were directly tied to insecure file sharing and data transfer practices, leading to devastating consequences for businesses and their customers. Notable examples include:

Table 1: Major Data Breaches of 2024

These examples underscore the critical need for secure file sharing and robust data transfer practices to safeguard sensitive information and uphold organizational integrity.

Key Elements of Safe File Sharing

Secure file sharing involves transmitting files in a way that ensures confidentiality, integrity, and accessibility. This typically includes encrypting files, using authorized cloud services, and restricting access based on roles.

Key principles of secure file sharing include:

• Encryption – Protects files during transfer and at rest.
• Access Controls – Limits who can view, edit, or download files.
• Authentication – Verifies the identity of users accessing shared data.

Where File Sharing Fails:

• Use of Unauthorized Tools – Employees use personal Dropbox, Google Drive, or other cloud apps outside company oversight.
• Lack of Encryption – Files sent over email without encryption are vulnerable to interception.
• Over-Permissioning – Sharing files with "Anyone with the link" allows unintended parties to access sensitive data.

Keepnet’s Security Awareness Training educates employees to identify secure file-sharing practices and avoid risky behaviors, reinforcing the importance of encrypting sensitive files and using authorized platforms.

The Business and Cybersecurity Benefits of Secure File Sharing

Secure file sharing is vital for achieving compliance, maintaining trust, and ensuring smooth operations. Below are some of the key business benefits:

Business Benefits

Secure file sharing ensures compliance with regulations like GDPR and HIPAA, reducing legal risks. It also minimizes downtime from data leaks, enhancing operational continuity, and builds client trust by demonstrating professional data handling.

• Regulatory Compliance – Meets data protection requirements under GDPR, HIPAA, and other regulations.
• Operational Continuity – Reduces the risk of downtime and disruptions caused by data leaks.
• Client Trust and Retention – Secure file transfers demonstrate professionalism and data stewardship to clients and partners.

Cybersecurity Benefits:

Beyond business advantages, secure file sharing plays a critical role in safeguarding your organization from cyber threats. Consider these cybersecurity benefits:

• Prevent Data Leaks – Encrypted file sharing prevents accidental data exposure.
• Protect Intellectual Property – Safeguard sensitive designs, contracts, and proprietary information.
• Mitigate Insider Threats – Track and restrict file transfers, limiting unauthorized distribution.

Explore Keepnet’s Human Risk Management Platform and see how you can get Business and Cybersecurity Benefits.

How to Deploy Secure File Sharing and Data Transfer Behavior (Step by Step)

Implementing secure file sharing and data transfer practices is essential to protect your organization’s sensitive information. Follow these steps to ensure a robust and secure system:

Step 1: Educate Employees on Secure File Sharing Practices

The foundation of secure file sharing lies in employee education. Employees must recognize which platforms are authorized and understand the risks of sharing files through insecure channels.

Training Focus Areas:

• How to use secure cloud storage platforms like SharePoint or OneDrive.
• The importance of encrypting files before sending them.
• Avoiding public links and enabling expiration dates for shared files.

Keepnet’s Awareness Educator delivers practical training and simulations, teaching employees secure file transfer methods.

Launch Secure File Sharing Training.

Check out the YouTube video below to discover how you can enhance your organization's cybersecurity resilience with practical strategies and insights.

Step 2: Simulate File Sharing Scenarios

Real-world simulations are essential to test and reinforce secure file-sharing habits. By simulating file transfer errors, companies can uncover weaknesses in employee practices.

Phishing Simulations May Include:

• Sending files with sensitive content to unauthorized external addresses.
• Mock scenarios where employees must identify encrypted vs. non-encrypted transfers.
• Simulated phishing attempts targeting file-sharing platforms.

Keepnet’s Phishing Simulator can adapt to simulate data-sharing risks, providing feedback to employees in real time.

Simulate File Sharing Risks.

Please also refer to our blog on common phishing examples to explore real-world scenarios and learn how to recognize and avoid them effectively.

Learn how to strengthen your organization’s defenses by conducting phishing simulations effectively. Check out our step-by-step guide on running an email phishing simulation to get started.

Step 3: Nudge Employees to Handle Files Securely

In-the-moment nudges play a critical role in encouraging secure behavior. Automated reminders can prompt encryption, restrict external sharing, or alert employees when unauthorized platforms are used.

Examples of Behavioral Nudges:

• Reminders to encrypt files before attaching them to emails.
• Alerts when attempting to share files with unrestricted public links.
• Prompts to revoke access to files once a project is complete.

Keepnet’s Awareness Educator automates nudges, reinforcing secure file-sharing practices in daily workflows.

Implement Real-Time Nudges.

Please also refer to our blog on the Nudge Theory for Security Awareness to understand how small behavioral prompts can enhance your organization's security culture.

Step 4: Reward and Recognize Secure File Handling

Incentivize Secure File Sharing Practices:

• Recognize departments that consistently adhere to file-sharing policies.
• Offer rewards to employees who report insecure file-sharing incidents or improve practices in their teams.

Gamification:

• Use leaderboards and badges to motivate employees to securely handle sensitive data.
• Highlight teams that consistently encrypt files or utilize secure transfer methods.

Keepnet’s Gamification Dashboard tracks and rewards employees, reinforcing secure file-handling behavior.

Learn more about the Power of Gamification.

Final Thoughts: Building a File-Secure Workforce

Secure file sharing and data transfer go beyond IT policies—they require employee engagement and consistent behavior change. By fostering habits like encryption, secure platform usage, and limited access, companies can reduce data leaks and enhance overall security.

By deploying:

• Ongoing security awareness training and phishing simulations
• Real-time nudges to reinforce secure actions
• Recognition programs that reward data-conscious employees

Organizations can embed secure file-sharing behavior into their culture, reducing the risk of data breaches and ensuring sensitive information stays protected.