Best Practices in Secure File Sharing for Government

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In 2023, private data exposure incidents reached a record high, with 100 reported cases impacting a massive 15 million people. With government agencies handling vast amounts of sensitive information, safeguarding data from unauthorized access is no longer an option but an absolute necessity.

This is where secure file sharing comes into action. It mitigates the risks associated with private data exposure incidents by offering a robust framework for sharing documents safely. That said, let’s explore some of the best practices for secure file sharing for the government in this article.


Why is Secure File Sharing Important for the Government?

Government databases contain sensitive information, including classified documents, personal records, proprietary knowledge, and diplomatic communications. Thus, foreign entities or malicious hackers might attempt to steal the data and use it against the authorities.

One significant way adversaries can do this is by exploiting vulnerabilities in file-sharing mechanisms. This makes secure file sharing for the government a necessity to prevent unauthorized access, data leaks, and breaches.

If proper measures are not followed, it can lead to:

  • Loss of public trust
  • Disruption of government operations
  • Legal and regulatory consequences
  • Risks to national security


6 Best Practices in Secure File Sharing for Government

Let’s talk about some of the best practices that can help government bodies protect sensitive information via secure file sharing:


1. Data Encryption and Transfer Protocols

Encryption of the file that needs to be shared includes converting the data into a code that only the receiver can decrypt. This means that even if unauthorized bodies have access to the information, they can’t read it.

There are two common types of encryption:


Feature

Symmetric Encryption

Asymmetric Encryption

Key Usage

Same key for encryption and decryption

Public key for encryption and private key (never shared) for decryption

Speed

Fast

Slow

Examples

AES-256, 3DES

RSA, Diffie-Hellman


Similarly, various file-sharing protocols can be used, with a few examples as follows:

  • TLS: Known as Transport Layer Security, this protocol emphasizes encrypting and authenticating data during rapid file transfer. It uses both symmetric and asymmetric encryption.
  • SFTP: Secure File Transfer Protocol utilizes Secure Shell to facilitate safe file sharing with solid encryption of the data contained in it.


2. Frequent Security Audits

Regular data audits of shared files not only protect sensitive information but also allow organizations to spot issues in the system that might not be immediately apparent. Here are some ways to conduct them for file-sharing systems:

  • Reviewing existing policies and processes
  • Running penetration tests to simulate an attack
  • Auditing access controls and data encryption
  • Performing physical security checks


3. Extensive Risk Management Plan

Government organizations should establish a comprehensive risk management plan to prevent data breaches during file sharing. There are various risk assessment methodologies that can be employed to detect and mitigate potential vulnerabilities, including:

  • Qualitative Risk Management: This involves identifying and prioritizing risks based on subjective criteria, which rely on human judgment, experience, and perception. It includes the impact on the agency's reputation, user behaviour, data criticality, and more.
  • Quantitative Risk Management: This involves assigning numerical values to various aspects of risks that allow for a more precise analysis and comparison. A few examples include risk scoring, expected monetary loss, probabilistic risk assessment, etc.
  • Semi-Quantitative Risk Management: This method blends both quantitative and qualitative elements for in-depth risk assessment. For this purpose, organizations can use risk heat maps, cost-benefit analysis, risk priority index, and more.

Besides this, there should also be a comprehensive security policy with procedures that must be followed during file sharing.


4. Access Controls

When sharing files, government bodies should implement access controls to restrict who can view and edit the information. Let’s have a look at some of the common types:

  • Role-Based Access Control (RBAC): Users are assigned roles based on their job responsibilities, which define their file-related permissions.
  • Mandatory Access Control (MAC): Here, access is based on data security level and user clearance. It’s usually used by the military and intelligence departments of the government.
  • Two-Factor Authentication (2FA): Requires users to provide two forms of identification to access the data. It may combine passwords with security tokens or biometric scans.
  • Discretionary Access Control (DAC): Data owners have all the rights to provide or remove access for other users. It’s widely popular for protecting unclassified information in government organizations.
  • Attribute-Based Access Control (ABAC): Uses different attributes like user roles, time of access, and location to determine permissions dynamically. Scalability and flexibility are its two major benefits.


5. Regular Monitoring of File Activity

After a file is transferred, government agencies should employ measures to track changes regularly to identify suspicious activity. This can be done through automated tools that send notifications as soon as any unwanted change is suspected.

These particularly include:

  • File Integrity Monitoring
  • Endpoint Detection and Response
  • User and Entity Behaviour Analytics
  • Network Traffic Analysis
  • Security Information and Event Management


6. Solid Backup and Recovery Plans

A solid backup and recovery plan is essential to safeguard sensitive information from potential breaches or system failures. Usually, government authorities are recommended to conduct a full backup weekly. It involves generating a complete replica of all the data present within the system so it can be recovered quickly if lost or stolen.

There are two other backup types as well, which include:

  • Incremental Backup: This involves saving only the data that has been modified since the last backup. Requires less storage and shorter execution time.
  • Differential Backup: It stores all the changes made since the last full backup, which results in occupying larger storage space. While it takes more time to back up, the restore speed is much faster.


Role of EUM’s Data Room in Secure File Sharing For Government

At Extranet User Manager we have built a robust client portal, the Data Room, which government agencies can use for secure file sharing. Some of its relevant benefits are:

  • Version Control: EUM’s documents rely on SharePoint Online, which keeps the version history intact. It helps government bodies to easily track and reverse any unwanted modifications.
  • Streamlined UI: The Data Room’s simple interface makes it easier for government employees to locate necessary features and information. Moreover, it also promotes accessibility, thus accommodating users with different levels of technical proficiency.
  • Efficient Permission Management: Data Room ensures that different departments within the government only access content relevant to them. This selective visibility minimizes the risk of unauthorized access.
  • Seamless IT Integration: With IT involvement from the beginning, the integration of the Data Room into existing government systems is smooth. It not only reduces potential disruptions but also helps avoid security vulnerabilities that may arise during system transition.
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