12 Ways To Securely Share Large Documents Online

In today's digital age, sharing large documents online has become an essential part of collaboration and information exchange. However, ensuring the security and privacy of these documents is of utmost importance, especially when dealing with sensitive data. Here, we present a comprehensive guide on how to securely share large documents online, offering a range of methods to suit different needs and preferences.

1. Utilize Secure File Transfer Protocols

One of the most secure ways to share large documents is by using secure file transfer protocols such as FTP (File Transfer Protocol) or SFTP (Secure File Transfer Protocol). These protocols provide an encrypted connection, ensuring that your data remains protected during transfer. To use these protocols, you’ll need an FTP client and a server or hosting service that supports FTP/SFTP.

FTP/SFTP Features:

• Encryption: Data is encrypted during transfer, making it unreadable to unauthorized users.
• Password Protection: Access is controlled through secure passwords and user permissions.
• File Integrity: The protocol ensures that files are transferred intact without any corruption.

2. Cloud Storage with Encryption

Cloud storage services offer a convenient way to share large files. By utilizing cloud storage platforms that provide end-to-end encryption, you can ensure that your documents remain secure. Here’s how it works:

Steps to Secure Cloud Storage:

1. Choose a reputable cloud storage provider that offers encryption.
2. Encrypt your files before uploading them to the cloud.
3. Set up two-factor authentication for an extra layer of security.
4. Share the encrypted files with authorized individuals via secure links or by granting specific access permissions.

Benefits of Cloud Storage:

• Easy accessibility from anywhere with an internet connection.
• Real-time collaboration and version control features.
• Scalable storage options to accommodate large file sizes.

3. Email Encryption for Document Sharing

When sharing sensitive documents via email, it’s crucial to implement encryption to protect the content. Here are some methods to achieve secure email document sharing:

Email Encryption Techniques:

• PGP (Pretty Good Privacy): This method allows you to encrypt emails and attachments, ensuring only the intended recipient can access the content.
• S/MIME (Secure/Multipurpose Internet Mail Extensions): S/MIME provides digital signatures and encryption, adding an extra layer of security to your emails.
• Email Service Providers with Encryption: Some email service providers offer built-in encryption features, making it easier to secure your emails.

4. Password-Protected Zip Files

Compressing large documents into password-protected zip files is a simple yet effective way to secure your data. Here’s a step-by-step guide:

Creating Password-Protected Zip Files:

1. Compress your large documents into a zip file using built-in compression tools or third-party software.
2. Set a strong password for the zip file.
3. Share the password separately via a secure channel (e.g., over the phone or through a secure messaging app).
4. Ensure that the recipient knows how to extract password-protected zip files.

5. Secure File Sharing Services

There are specialized file-sharing services designed with security as their primary focus. These services often offer features like end-to-end encryption, two-factor authentication, and self-destructing links, ensuring that your documents remain secure throughout the sharing process.

Features to Look for in Secure File Sharing Services:

• End-to-End Encryption: Data is encrypted on your device and only decrypted on the recipient’s device.
• Two-Factor Authentication: An additional layer of security that requires a code from your phone or a security key.
• Self-Destructing Links: Files are accessible for a limited time or a specific number of downloads, after which they become inaccessible.

6. Secure Messaging Apps with File Sharing

Certain messaging apps prioritize security and offer built-in file-sharing features. These apps often employ end-to-end encryption, ensuring that only the sender and recipient can access the shared documents.

Secure Messaging Apps for File Sharing:

• Signal: Known for its strong encryption and privacy features, Signal allows for secure file sharing.
• Wickr: Focused on security, Wickr offers self-destructing messages and file transfers.
• Threema: This messaging app provides end-to-end encryption and supports various file types for sharing.

7. Physical Data Transfer Devices

For extremely sensitive documents, physical data transfer devices like USB drives or external hard drives can be a secure option. Here’s how to use them effectively:

Physical Data Transfer Devices:

• Encrypt the data on the device using software like VeraCrypt or BitLocker.
• Ensure that the device is password-protected and kept secure.
• Transfer the device physically to the recipient, minimizing the risk of interception.

8. Secure Collaboration Tools

When collaborating on large documents, using secure collaboration tools can ensure that your work remains protected. These tools often provide features like version control, access permissions, and encryption.

Secure Collaboration Tools:

• CryptPad: An open-source, end-to-end encrypted collaboration platform for real-time document editing.
• Nextcloud: A self-hosted cloud platform that offers secure file sharing and collaboration features.
• Etherpad: A web-based, real-time collaborative editor that supports multiple users.

9. Virtual Private Networks (VPNs)

Using a VPN can add an extra layer of security when sharing large documents online. VPNs encrypt your internet traffic, making it difficult for unauthorized individuals to intercept your data.

Benefits of Using a VPN:

• Enhanced privacy: Your online activities are masked, making it harder to track your data.
• Secure connections: VPNs establish encrypted connections, protecting your data during transfer.
• Bypassing restrictions: VPNs can help you access restricted content or services.

10. Secure Web Hosting with FTP

If you have a website or web application, you can utilize secure web hosting services that support FTP/SFTP. This allows you to upload and share large documents securely via your website.

Secure Web Hosting Features:

• SSL/TLS Encryption: Ensures secure communication between your website and users’ browsers.
• FTP/SFTP Access: Provides a secure channel for uploading and downloading files.
• Firewall Protection: Protects your server from unauthorized access.

11. Secure Email Gateways

For organizations, secure email gateways can provide an added layer of security when sharing sensitive documents via email. These gateways can scan emails for malware, encrypt data, and enforce security policies.

Secure Email Gateway Features:

• Data Loss Prevention (DLP): Prevents sensitive data from being accidentally or maliciously shared.
• Email Encryption: Ensures that emails and attachments are encrypted during transit.
• Email Archiving: Stores emails securely, allowing for easy retrieval and compliance with regulations.

12. Blockchain-Based File Sharing

Blockchain technology offers a decentralized and secure way to share large documents. By utilizing blockchain-based file-sharing platforms, you can ensure the integrity and security of your data.

Blockchain File Sharing Benefits:

• Immutability: Once a file is added to the blockchain, it cannot be altered, ensuring data integrity.
• Decentralization: Data is distributed across a network of nodes, making it resistant to hacking.
• Smart Contracts: These self-executing contracts can automate access control and permissions.

Conclusion

Securing large documents when sharing them online is a critical aspect of data protection. By implementing the methods outlined in this guide, you can ensure that your sensitive information remains safe and accessible only to authorized individuals. Remember, the choice of method depends on your specific needs, the sensitivity of your data, and the level of security you require.