How to share confidential documents securely

Everyone would agree that the secure storage and sharing of sensitive documents is paramount. Secure Data Rooms (SDRs) and online document sharing platforms have emerged as popular solutions for organizations and individuals seeking to safeguard their confidential information. While these platforms offer various security features, it is important to recognize their limitations and potential weaknesses in providing robust document protection. Here we explore some of the reasons why SDRs and other online document sharing platforms have weaknesses in document protection and what is a more secure alternative for sharing confidential documents securely.

Human Error and Misuse:

The effectiveness of any document protection system can be compromised by human error or misuse. Users may inadvertently upload sensitive documents to incorrect folders, mistakenly grant unauthorized access, or inadvertently share sensitive information with unintended recipients. Such mistakes can undermine the security measures put in place by the platform. To mitigate these risks, organizations and individuals should prioritize user education and training programs to minimize human errors and misuse.

Inadequate User Permissions and Access Controls:

To facilitate collaboration, SDRs and document sharing platforms often provide various levels of user permissions and access controls. However, if these permissions are not set up correctly or if access controls are improperly managed, it can result in unauthorized individuals gaining access to confidential documents. Human oversight or a lack of understanding of the platform’s settings can lead to these vulnerabilities. Implementing strict access controls and regularly reviewing and adjusting user permissions can mitigate unauthorized access risks.

Vulnerabilities in Encryption and Data Storage:

Encryption is a fundamental security feature in document protection. However, weaknesses in encryption algorithms or poor implementation of encryption protocols can expose sensitive data to potential breaches. Additionally, vulnerabilities in the storage infrastructure of the platforms, such as improper data segregation or weak access controls, can leave documents susceptible to unauthorized access. Platform providers should prioritize maintaining up-to-date encryption protocols, robust data storage infrastructure, and promptly addressing any identified vulnerabilities or exploits through regular software updates and patches.

Inadequate authentication methods:

Most online sharing systems rely on password-based logins with 2FA as an option.  Users however can easily share this information so you have no real idea who is actually viewing sensitive documents.  This can be an issue if you rely on audit logs as even location information is likely to be incorrect if a proxy has been used when logging in to the system.

Inadequate technology to restrict document use

The only security technology available in a browser environment to restrict how documents can be used by authorized users (i.e. printed, edited, etc.) is JavaScript.  Since this is executed in the browser it can be edited and changed to enable controls not previously made available.  This is why Google Docs Security is weak.

Insider Threats:

Organizations that rely on SDRs and online document sharing platforms must be aware of potential insider threats. While platforms may offer robust security measures against external threats, malicious actions from authorized users, such as employees or partners with access privileges, can compromise document protection. This highlights the need for comprehensive security protocols and monitoring mechanisms to mitigate insider risks. Continuous monitoring, auditing, and user activity reviews can help detect and address any unauthorized access attempts or suspicious behavior promptly.

Platform Vulnerabilities and Exploits:

No system is entirely immune to vulnerabilities and exploits. Online platforms can be subject to software vulnerabilities, bugs, or hacking attempts that exploit weaknesses in their infrastructure or codebase. Failure to promptly address and patch these vulnerabilities can compromise document protection, potentially leading to unauthorized access or data breaches. Platform providers should prioritize regular security audits, promptly address identified vulnerabilities, and keep their software up-to-date with the latest patches and security measures.

Improving Document Protection:

To enhance document protection on SDRs and online document sharing platforms, the following measures can be implemented:

User Education and Training:

Organizations and individuals should prioritize educating users about proper document handling, security best practices, and platform-specific features. Comprehensive training programs can help minimize human errors and misuse, reducing the potential for security breaches.

Robust Access Controls and Permissions:

Implementing strict access controls and regularly reviewing and adjusting user permissions can mitigate unauthorized access risks. Employing a principle of least privilege ensures that users have access only to the documents necessary for their responsibilities.

Continuous Monitoring and Auditing:

Regularly monitoring user activity, reviewing access logs, and conducting security audits can help detect and address any unauthorized access attempts or suspicious behavior promptly.

Up-to-date Security Measures:

Platform providers should prioritize maintaining up-to-date encryption protocols, robust data storage infrastructure, and promptly addressing any identified vulnerabilities or exploits through regular software updates and patches.

Additionally, organizations and individuals should consider complementing their use of SDRs and online document sharing platforms with additional security measures. This may include using encryption software to further protect sensitive documents, implementing multi-factor authentication for user access, and regularly backing up important data to ensure its availability and integrity.

Moreover, staying informed about the latest trends and developments in cybersecurity is crucial. By keeping up with industry best practices and emerging technologies, users can make informed decisions about the platforms they choose and the security measures they employ.

Ultimately, improving document protection on SDRs and online document sharing platforms requires a collaborative effort between platform providers, users, and organizations. Regular communication and feedback between users and platform developers can help identify and address potential vulnerabilities. Sharing experiences and best practices within the community can also contribute to the collective knowledge and strengthen overall document security.

By acknowledging these limitations, implementing proper security measures, and staying vigilant, organizations and individuals can enhance document protection and minimize the risk of unauthorized access or data breaches. It is through a combination of user education, robust access controls, continuous monitoring, and the adoption of additional security measures that you can strive towards more secure document sharing practices.

Another more secure solution however is to avoid SDRs and use a dedicated document DRM or PDF system that enables documents to be opened only on authenticated devices rather than in the browser.  This will ensure that users cannot share documents and you can tightly control how documents can be used.