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How can I share files securely?

Whether collaborating on projects with colleagues or exchanging sensitive information with clients, ensuring the confidentiality and integrity of shared files is essential. With the advent of Cloud Services, such as those offered by Crown Records Management, businesses now have various options to share documents and data securely.

In my latest blog, I delve into the security features of popular cloud platforms, explore methods to password-protect folders and discuss best practices for sending secure files via email.

Written by Michelle Kermath

Michelle is Head of Consultancy & Technical – ECM at Crown Records Management with years of experience in the field of Enterprise Content Management (ECM). 

Popular file sharing platforms

There are many popular file sharing platforms that we recommend to our customers. Here are a few of the main ones:


M-Files is an intelligent information management platform that helps businesses manage, secure, and share their documents and information. With features like metadata-driven architecture and automated workflows, M-Files ensures that files are securely stored, organised, and accessible to authorised users.

ELO Digital Office

ELO Digital Office is another robust document management and archiving solution that offers secure file sharing capabilities. With ELO, businesses can encrypt files, set access permissions, and track file access and modifications to ensure data security and compliance with regulations. is a cloud content management and collaboration platform that prioritises security and compliance. With features like end-to-end encryption, access controls, and activity logging, enables secure file sharing and collaboration both internally and externally.

Some of the other most popular cloud platforms include OneDrive and Dropbox. Here I answer some of the most common questions about those platforms:

How secure is OneDrive?

Microsoft’s OneDrive is a popular choice for document sharing. It offers robust security features to safeguard your files. Encryption in transit and at rest protects your data against unauthorised access during transfer and storage.

OneDrive integrates seamlessly with Microsoft 365’s security and compliance features, providing advanced threat protection and data loss prevention capabilities. Additionally, granular permissions allow you to control who can view, edit, or download shared files, further enhancing security.

Is Dropbox transfer secure?

Dropbox is another widely used file-sharing platform known for its user-friendly interface and collaboration features. Dropbox Transfer, a dedicated file-sharing service, employs encryption to protect files during transit, ensuring they remain secure from interception or tampering.

Recipients can access shared files without needing a Dropbox account, simplifying the sharing process while maintaining security. Furthermore, Dropbox Business offers advanced security features like two-factor authentication and file recovery, enhancing overall data protection.

Now that we’ve examined some of the main file transfer sites, let’s examine the best practices for your organisation to send files securely.

How do I password-protect a folder and share it?

For added security, you can password-protect folders before sharing them, regardless of your cloud platform. Most cloud services, including OneDrive and Dropbox, allow you to encrypt folders with a password, preventing unauthorised access even if someone gains access to the file link.

When sharing a password-protected folder, ensure that the password is communicated securely to intended recipients via a separate channel to minimise the risk of interception.

How do you send secure files via email?

Email remains a standard method for file sharing, but it’s crucial to take precautions to ensure the security of shared files.

One approach is to encrypt email attachments using tools provided by your email service provider or third-party encryption services. Additionally, consider integrating secure file-sharing platforms or ECM (Enterprise Content Management) systems with your email client for added security. These platforms often offer encryption, access controls, and audit trails to protect sensitive data shared via email.

In conclusion, secure document sharing is imperative for businesses to protect sensitive information and maintain trust with stakeholders. Cloud services provide robust security features to facilitate secure file sharing, while password protection and encryption offer additional layers of protection.

Want to find out more? Our friendly team of experts is always happy to assist with any questions you may have about securely transferring files. Contact them today!

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