Secure File Sharing for Business: Protect Data Without Slowing Down Productivity

Think of the last time you shared a file via Google Drive. Do you remember what sharing permissions you used?

One of the biggest risks we see with file sharing is simple: most companies don’t even know what’s exposed. In nearly every free risk assessment we conduct, prospects are surprised – most times shocked – by the amount of sensitive data that’s publicly accessible without their knowledge. A question we hear all the time is: “How do I even know if files are publicly shared?”

Securely sharing files has been an issue since the dawn of the internet. Within the past 15 years, it has become an even bigger issue as the way we work has shifted and SaaS adoption has changed the game.

File sharing the right way is no longer just an IT issue, it’s a business-critical practice that affects every team. 

This article offers a practical guide at what secure file sharing really means, how sensitive data gets exposed, and what small to mid-sized teams can do to protect information without compromising productivity. 

Why File Sharing Is a Growing Business Risk, Not Just an IT Concern

File sharing used to be a niche concern handled mostly by IT departments. Today, in the SaaS era, it's everyone’s responsibility. As more teams adopt cloud-based tools and remote work becomes standard, the volume and speed of file sharing have skyrocketed. But with convenience comes risk – and many organizations are underestimating just how exposed they are.

Sensitive data isn’t just limited to financial statements or customer records anymore. Strategy decks, contracts, HR documents, and even casual internal memos can contain information that, if leaked, could harm the business. And yet, these are often the very files passed around with minimal guardrails.

What makes this especially risky is the decentralization of tools and habits. In small to mid-sized businesses, employees often choose their own file-sharing platforms or send files however is quickest: email attachments, Slack messages, or even personal Dropbox links. 

Without centralized oversight, IT leaders can't monitor what’s being shared, with whom, or for how long. Data access governance has never been more essential, yet most organizations still don’t maximize its true value at scale.

What “Secure” Really Means When Sharing Files at Work

In a SaaS-first world, “secure file sharing” isn’t just about choosing the right platform – it’s about knowing how to use the tools your team already relies on. For many businesses, that means Google Workspace, Microsoft 365, or similar cloud-based systems where file sharing is built in. But even with these trusted platforms, it’s surprisingly easy to make mistakes that expose sensitive information.

Take Google Drive, for example. When someone creates a shareable link, they’re often given multiple access options: view, comment, edit – and worse, “anyone with the link.” That last option is where things go wrong. While it’s convenient, it bypasses all access controls and can be forwarded or indexed without your knowledge. Many data exposures stem not from malicious actors, but from overly generous link settings.

Security also depends on how permissions are managed over time. SaaS platforms typically allow administrators to set sharing defaults and expiration rules, but in smaller teams, these features often go unused. Files may remain accessible long after they’re relevant – to former employees, outside collaborators, or anyone who was once granted access.

Secure file sharing while using these platforms really comes down to three things: 

1. What are the contents of the files?
2. Do you know who has access to the files?
3. How long do they have access to it? 

If you are able to know and control these three facets, you’re in good shape – if not, it may be time for a change…

The Risks of Public Sharing

When public links are used – especially in platforms like Google Workspace – you lose control the moment the link leaves your environment. A file meant for one internal review can easily end up in a shared Slack channel, a team wiki, or even indexed by search engines. 

From there, it could be accessed by competitors, published on social media, or leaked anonymously, and you’ll have no audit trail to investigate or recover from the damage.

This isn’t just a hypothetical scenario. These kinds of leaks have led to:

• Loss of sensitive corporate data – like acquisition plans, internal reviews, or pricing models.
  
  
• Insider misuse – whether intentional or not, employees or contractors forwarding public links without realizing the risk.
  
  
• Compliance violations – especially when regulated data (like PHI or PII) is shared via uncontrolled links, leaving organizations exposed to audits, fines, and reputation damage.
  

The real problem isn’t always malice – it’s the lack of visibility and governance around public links. Without strong defaults and user education, even trusted team members can accidentally put your business at risk. The pitfalls of public sharing always outweigh the short term convenience it brings.

Red Flags to Watch for in Your Current File-Sharing Habits

Even in well-managed teams using trusted platforms like Google Workspace or Microsoft 365, file-sharing risks often stem from small, habitual oversights. These aren't typically malicious – they're symptoms of employees trying to get work done quickly without running into technical roadblocks.

One of the biggest red flags is cross-platform sharing confusion. Teams commonly pass files between systems like Google Drive, Slack, OneDrive, or Dropbox without realizing that permissions don’t always transfer cleanly. 

Sometimes, users intentionally use overly broad permissions just to keep projects moving. For example, someone might choose “anyone with the link can edit” to avoid repeated access requests. While the intent is to collaborate faster, the end result is often broad, uncontrolled access that can be exploited or simply forgotten.

Another red flag is bypassing standard business processes for the sake of convenience. Consider Jen, an HR manager who sends a file with a performance improvement plan (PIP) to her personal email so she can work on it from home. Her intent isn’t malicious, she just wants to be productive. But, in doing so, she’s inadvertently created a risky exposure scenario.

Finally, a lack of content awareness is an often-overlooked issue. Employees may not realize a seemingly routine document contains sensitive customer data, financial records, or IP. Without content classification tools or clear guidelines, these files are shared without the caution they deserve.

How to Set Up Safer Internal Processes Without Slowing Down Teams

You can’t eliminate file sharing, and you shouldn’t try to. The goal isn’t to lock everything down, but to enable sharing the right way. Here’s what to prioritize if you want to keep things secure without slowing teams down:

• Define which platforms are approved: This is key for both internal and external sharing. Fewer tools mean less confusion, and fewer gaps in visibility.
  
  
• Put data access governance in place. You should always know who has access to your files, how they’re using them, and where they’re being stored.
  
  
• Build context into your sharing process. Knowing what’s in a file is just as important as knowing who’s accessing it. When teams understand the sensitivity of the content, they make smarter decisions about how to handle it.

How DoControl Solves the File-Sharing Security Problem

Everything we’ve outlined so far points to one clear truth: securing file sharing in SaaS environments isn’t a matter of setting a few rules and hoping for the best. It takes visibility, control, and automation — at scale. That’s exactly what DoControl is built for.

Think of your SaaS environment like your home. You wouldn’t trust your security to a few sticky notes on the door and a DIY alarm system – you’d bring in professionals to install something smart, responsive, and always on. DoControl is that system for your SaaS file sharing — protecting your sensitive data, without slowing your teams down.

Here’s how it works:

1. Real-Time Visibility Across Every File and Platform

Most teams share files across multiple tools, whether it's Google Workspace, Slack, or Microsoft 365. Oftentimes, native admin dashboards just can’t keep up, especially for modern companies focused on growth. DoControl gives you full visibility into who’s sharing what, with whom, and how those files are being accessed.

• Monitor file activity across your entire SaaS stack
• Track sharing behaviors by user, department, or file type
• Get a clear picture of data access patterns and who's utilizing the files
  
  

2. Automated Detection of High-Risk Sharing

You can’t rely on manual audits to catch every risky action, especially when file exposure happens in real time. DoControl automatically detects sensitive sharing scenarios the moment they happen, using file metadata, user context, and behavior signals to flag and alert security teams.

• Get alerted when customer PII is shared publicly & eliminate it with one click
• Identify when internal IP leaves the organization & revoke / remediate it within seconds 
• Flag external sharing by former employees or high-risk users
• Spot bulk sharing activity or abnormal download patterns
  
  

With customizable rules and automatic workflows, you’re not boxed into a one-size-fits-all approach, you get alerts that actually matter, based on what your business needs to protect.

3. Policy-Driven Automation That Actually Enforces Security

Detection is only half the equation. DoControl lets you act on what you find, automatically, at scale. Using powerful, no-code workflows, security teams can enforce policies in real time, without relying on end users to make the right call every time.

• Automatically remove public or external access to sensitive files
• Block sharing based on file type, department, or user risk level
• Require manager approval for high-risk sharing events
• Revoke access and file ownership during offboarding
• Tailor remediation based on your team’s policy and tone

And more!

The result? Fewer freak-outs from sec teams, faster incident response, and better processes without bottlenecks. You stay in control, your teams stay productive, and your security teams stay happy. It's a win-win-win!

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Conclusion

Secure file sharing isn’t just a checkbox for IT,  it’s a daily, organization-wide practice that affects every team, every user, and every piece of data. While tools like Google Workspace and Slack make collaboration fast and flexible, they also introduce blind spots that can lead to serious security, compliance, and reputational risks if left unchecked.

The good news? You don’t have to solve this manually. With the right approach – grounded in visibility, governance, and automation – you can protect sensitive data without slowing down your teams. 

DoControl helps you make that a reality, giving you the tools to detect risky behavior, respond in real time, and build a file-sharing culture that’s both secure and sustainable.

Secure sharing isn’t about locking things down. It’s about enabling smarter, safer collaboration at scale.