7 Best Practices for Seamless File Sharing

Aug 30, 2022

Gone are the days of bulky filing cabinets and paper waste. Digital and cloud file sharing solutions offer convenient, cost-effective options to store and access company files – without the burden of printing physical copies. Unfortunately, these systems aren’t without their own set of unique challenges. Failing to configure your file share correctly or get the entire team on the same page can expose your network to vulnerabilities and lead to other complications.

In this blog, we’re sharing a few best practices to ensure your company-wide file sharing is secure and seamless. 

#1. Create a Simple File Structure

Your file structure should be simple and logical so everyone in the company can follow it. A complex file structure could lead to potential mix-ups, such as a rushed employee accidentally sharing the wrong folder and giving a client access to confidential information. Always designate top-level folders for external or internal sharing to ensure everyone understands what can and cannot be shared with third parties.

#2. Group Similar Permissions

Files and folders with similar permissions should be grouped to avoid the wrong person gaining access to information they shouldn’t be privy to. For example, keep HR files together so that permissions are easier to manage and only the appropriate staff members can access sensitive employee information.

#3. Limit Access Appropriately

Similarly, ensure your employees know how important it is to store files in the appropriate locations. Over 55% of organizations believe privileged users are their biggest insider risk,1 so limit file access to a strictly “need to know” basis to minimize internal security risks.

#4. Follow Consistent Naming Conventions

File names should be consistent and descriptive so that they’re easy to search for. Instead of naming a document “invoice.pdf,” name it “invoice-computers-April2022.pdf” or something along the same lines that clearly reflects what the file contains. Avoid excessively long file names and abbreviations, which may make searching for files more difficult.

#5. Avoid Nested Folders

Too many nested folders can make finding files difficult and result in redundancies. Even worse, improper permissions can be applied, incorrectly granting access – or preventing access – to resources. As a general rule, avoid going deeper than three to five nested folders in your file share.

#6. Keep Data Backups

File shares are a frequent target for cyber criminals who can delete data with viruses and other malware. If a worst-case scenario like this occurs, regularly-scheduled data backups can help your IT team restore lost data and keep business operations running smoothly.

#7. Perform Audits Regularly

A common issue with digital file sharing is that out-of-date, duplicate, or unused files are often retained for long periods. Make a plan for how long copies of electronic files should be kept and how often they should be purged so that the file share doesn’t become cluttered.

Move Your Business Forward With Expert IT Consulting

Not sure where to start when it comes to getting your file share in order? Granite is your knowledgeable, caring resource for business IT solutions and consulting. We’ll help you tackle your IT processes, systems, and infrastructure to ensure you have everything you need to thrive in the new world of IT. Contact Granite today to learn more about how our IT services can help your business grow.


  1. http://crowdresearchpartners.com/wp-content/uploads/2017/07/Insider-Threat-Report-2018.pdf

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