ISO 27001 secure file collaboration: best practices

File sharing is a daily practice for many professionals across organizations. With all the cyber threats of today, this comes with a lot risks for the safety of your data and compliance.

Think about it, how many files do you send per day? And how sure are you that this is happening in a completely safe manner?

In this article, we’ll share how you can benefit from ISO 27001’s secure file collaboration system.

Why secure file collaboration is an underrated issue

Collaboration is key. Professionals often need to share files quickly and efficiently — both with their colleagues and customers. We often do this without a second thought.

However, without the right security measures, this can expose sensitive information to risks like data breaches, unauthorized access, and malware. ISO 27001 secure file collaboration ensures that:

• Data is protected from unauthorized access.
• Compliance with regulations is maintained.
• Collaboration remains smooth and efficient.

Best practices for ISO 27001-compliant file collaboration

Complying with ISO 27001 is no easy feat. That’s why working with an experienced consultant in this field is recommended. However, here are some best practices that can help you get good on your way to making sure you are sharing files in a safe and compliant way.

1. Use secure file sharing tools

Choose tools that offer robust security features such as:

• Encryption: Ensures that files are encrypted during transfer and at rest. This means that hackers can’t easily access the files while they are being sent.
• Access controls: Allows you to set permissions and control who can view, edit, or share files. This comes with most tools.

Popular options include platforms like SharePoint, Google Workspace, and Dropbox Business, which offer these features.

2. Implement access controls

Not everyone needs access to everything. Many people we talk to don’t think twice about access management. An intern who has been in the company for a week may have access to the most private customer information. Implement access controls to ensure that only authorized personnel can access certain files. This involves:

• Role-based access control (RBAC): Assign permissions based on job roles.
• Least privilege principle: Give users the minimum level of access they need to perform their tasks.

3. Enable multi-factor authentication (MFA)

Adding an extra layer of security with MFA can significantly reduce the risk of unauthorized access. This typically involves something you know (a password) and something you have (a phone for a code).

4. Regularly update and patch systems

Ensure that all software and systems used for file collaboration are regularly updated and patched. Developers use updates and patches to improve security vulnerabilities that can otherwise be exploited by bad actors.

5. Train employees

Human error is a common cause of security breaches. Not everybody understands that you should be extra cautious when downloading an email attachment, for example. Regular training helps employees understand the importance of secure file collaboration and how to:

• Recognize phishing attempts.
• Use strong passwords.
• Follow best practices for secure file sharing.

6. Monitor and audit file access

Regularly monitor and audit who is accessing files and how they are being used. This can help identify unusual activity and potential security incidents as early as possible. Tools and features to consider include:

• Audit logs: Keep track of file access and modifications.
• Alerts: Set up notifications for suspicious activities.

7. Establish a data classification policy

Not all data is created equal. Establish a data classification policy to categorize files based on their sensitivity. For example:

• Public: Information that can be freely shared.
• Internal: Information for internal use only.
• Confidential: Sensitive information that requires strict access controls.

8. Secure endpoints

Ensure that devices used to access and share files are secure. This includes:

• Installing antivirus software: Some shared files may contain malware, even if they are sent by colleagues. An antivirus helps to detect these.
• Using VPNs: Secures connections when accessing files remotely. This is especially important when on public Wi-Fi.
• Ensuring device encryption: Protects data if a device is lost or stolen.

9. Backup data regularly

Regular backups ensure that you can recover data in case of a loss or breach. Ensure that backups are also stored securely, with appropriate encryption and access controls. From experience, we know that most people know about the importance of backups. But few people actually perform them regularly and store them safely.

10. Plan for incident response

Have a plan in place for responding to security incidents. This should include steps to:

• Contain the incident.
• Eradicate the cause.
• Recover data and systems.
• Learn and improve from the incident.

Conclusion

Most of us don’t realize how many files we share across the internet every day. This comes with a lot of risks. That’s why the ISO 27001 standard recommends certain measures for file sharing. Use the above tips to get ahead and consult with an ISO 27001 consultant to get fully certified.