How to Securely Share Files on a Mobile Device Mobile devices have become essential tools for modern businesses but bring significant security challenges, particularly with BYOD policies. According to the Verizon Mobile Security Index 2022, mobile security breaches are on the rise, affecting 45% of companies and seriously impacting 73% of them.

Cybercriminals capitalize on mobile vulnerabilities, especially as devices operate beyond secure networks. To mitigate these risks, businesses should implement mobile device management (MDM) systems or leverage solutions like the online fax app for secure document sharing. By adopting robust security measures, companies can safeguard their data while empowering a mobile workforce.

The New Risks of BYOD

The BYOD trend offers convenience but poses serious mobile security risks, such as malware, phishing, and unsecured networks. Personal devices used for work increase vulnerability to cyberattacks and data breaches. Mixing work and personal accounts further complicates security. Mobile Device Management (MDM) solutions can help enforce policies, protect sensitive data, and separate personal and work use, making strong mobile security essential for businesses.

Implementing Mobile Device Management

Mobile Device Management (MDM) was designed to mitigate security risks posed by employee-owned devices. It empowers IT teams to regulate device access to the corporate network, enforce robust security measures like strong passwords, and remotely wipe data from lost or stolen devices. Many MDM solutions also enhance security with features like safe web browsing and encrypted file sharing, ensuring data remains protected during transit.

Key benefits of MDM include:

1. Enforcing strong passwords and encryption. Strengthen device security by requiring alphanumeric passwords of at least 6 to 8 characters. Encryption further safeguards devices against unauthorized access.
2. Remote lock and wipe capabilities. Protect sensitive information on lost or stolen devices by remotely locking them to prevent unauthorized access or performing a complete data wipe.
3. App management. Control which apps can be installed on devices. Block non-compliant apps to mitigate risks and deploy necessary apps to enhance productivity and security.
4. Automated software updates. Ensure devices remain secure by automatically applying software updates and patches. Outdated operating systems and applications often expose vulnerabilities.
5. Threat monitoring. Gain visibility into potential risks, such as jailbreaking, rooting, or other security breaches, to maintain compliance and safeguard devices.
6. Location-based policies. Restrict access to corporate data when a device leaves designated geographic areas. For instance, you can disable work data access or lock devices when they move outside a specified region, such as the country.
7. Enhanced data access security. Require a secure PIN or passcode before accessing company data, adding an extra layer of protection for sensitive business information.

To maximize the effectiveness of MDM, enroll all company-owned and BYOD (Bring Your Own Device) devices. Clear communication with employees about MDM policies is crucial to ensure smooth implementation and compliance. By proactively managing device security, MDM helps safeguard corporate data while enabling employees to work more flexibly and efficiently.

Beyond MDM: Why Secure File Sharing Matters 

Mobile Device Management (MDM) solutions are invaluable for enforcing essential policies—such as requiring strong passwords, remotely wiping lost devices, and restricting risky apps. However, MDM alone doesn’t safeguard the files and data stored on those devices. 

To achieve stronger security, a secure file-sharing solution is key. Think of it as a digital vault: it keeps your files encrypted and access-controlled, even when accessed from mobile devices. 

Here’s how a secure file-sharing solution enhances data protection: 

1. Mobile access without risk. Users can share and manage file access directly from a mobile device without storing the files locally, reducing vulnerability. 
2. Granular access control. You decide who can access files and can revoke permissions instantly—this includes users with lost or stolen devices. Permissions dictate whether files can be viewed, edited, copied, or shared. 
3. Comprehensive audit trails. Monitor file activity with detailed records, including who uploaded a file, when it was accessed, and by whom. 
4. Robust user authentication. Strong two-factor authentication ensures only verified users gain access to sensitive files. 

By combining MDM with a secure file-sharing solution that offers file-level encryption and control, your organization can effectively safeguard its most sensitive data in today’s mobile-driven world. Together, these tools provide device-level management alongside a tightly secured environment for your critical digital assets.

Top 4 Features of a Secure File-Sharing Solution

For businesses with mobile devices, a secure file-sharing solution is no longer optional—it’s essential. To ensure your data remains protected, prioritize solutions with these key features:

User Access Controls

Granular user permissions are fundamental to safeguarding sensitive data. Look for the ability to assign access rights based on individual users or user groups, with options to restrict access to specific files or folders. Additionally, administrators should be able to audit user activity, providing oversight to detect and prevent unauthorized access.

Encryption

Encryption is a non-negotiable feature for secure file sharing. Ensure that all files—whether uploaded, downloaded, or shared—are encrypted to prevent unauthorized access. Opt for solutions that use AES 256-bit encryption, the industry standard, and ensure that files remain encrypted even while stored on servers.

Data Loss Prevention

Robust data loss prevention (DLP) tools are crucial for safeguarding your files. Features such as remote wipe, version control, and data retention policies provide comprehensive protection. Administrators can remotely delete files from misplaced or stolen devices, restore previous file versions when necessary, and set automatic deletion policies after a predefined period.

Activity Reports & Audits

Visibility into file-sharing activities is vital for security and compliance. Reporting tools should provide detailed insights into user behavior, such as logins, file access, downloads, uploads, and shares. Historical audit trails are invaluable for monitoring and compliance, offering a complete record of both user and administrator activity.