Advertising
Advertising

Top 5 most secured ways to share your files and data

Top 5 most secured ways to share your files and data

Data sharing is a very important tool in our everyday lives. Most of the time, it’s very easy  to pair your phone with an acquaintance’s in order to just send and receive a few documents, files and data, whether for work, school or any other purpose.

However, one main issue that often gets neglected when sharing files is the safety of the transfer medium. These days, there are many media for transferring files. However, not all of them are safe and can guarantee the protection of your files from intruders, spies or thieves.

Even cloud sharing could be a risk. Cloud-based file storage and sharing services are advantageous to all types of businesses as they provide easy, economical and convenient access to information anytime and from anywhere. However, if any of your employees uses their personal accounts and free services that are designed for consumer use, they could be putting your business at a huge risk of a security breach.

Advertising

The safety of shared files and sensitive data has become a major technological question these days, especially since the hacking of several seemingly impregnable storage services has let out a lot of information that is valuable to millions of people around the world. We have bridged that gap and come up with a list of safe media for file transfer. Our list is compressed to just 5, although there are many more in the market today.

Dropbox

Dropbox, although mainly used as a storage medium, is also quite awesome in sharing files and data. To protect a file or data that is being sent, Dropbox makes use of SSL/TLS for its file transfers. It creates a secure tunnel that is protected by 128-bit or higher AES encryption security. Dropbox file data is stored in file blocks that are fragmented, almost unrecognizable and highly encrypted using 256-bit AES encryption.

Apart from this, a Dropbox user can’t directly view another user’s files unless he is provided with a link to share or view folders. It’s quite secure, although human users also have to be vigilant in protecting their data.

Advertising

Google Drive

Yes, Google Drive is a form of cloud storage service and we have stated earlier that cloud storage might not be as secure as we think it is. However, Google Drive is one of the few exceptions to our assertion. Google Drive enhances flexibility, reduces overhead costs and promotes collaboration.

To secure files, it also makes use of high levels of encryption. This means that as soon as a file is backed up to Google Drive, its security can be guaranteed. If you want to share a file from Google Drive, its security while in transit is still 100% guaranteed. No intruder will be able to scan your files and you’ll be in full control of what you want to do with it.

Barcode Media

Barcodes are specific images with specific codes embedded in them. A barcode is specific to a device and no two devices have the same barcode. Recently, there have been great strides in transfer using barcodes and barcode scanners.

Advertising

However, not all file transfer media that make use of barcodes are secure. For a secure option, we’ll recommend Waspbarcode. This service, although primarily a tracking and monitoring device, ensures the security of files that are sent via its medium, also making use of top notch encryption.

SHAREit

SHAREit is a file transferring app that was developed by Lenovo to enhance the speedy dissemination of files from Windows and Android-operated devices over a network. Although its potency has been questioned over the years, SHAREit recently launched a new version which included hard coded passwords. SHAREit has a secure mode, where it asks users to provide their passwords before they can successfully share files to others. Secure mode also makes use of 256-bit AES encryption in securing file transfers.

NFC

Near Field Communication is a service, like Bluetooth and Infrared, that allows for free and safe file sharing, although it started as a means of making payments. Its breakthrough came when Apple decided to make use of it on their devices to make payments.

Advertising

To secure the files that are sent through its service, NFC makes use of special processors and a high-end encryption process. Its security is very stable, although it is advised that when you’re not making use of it, you should turn it off as an idle NFC device could serve as a host for intruders to tap into the files of others whose NFC services aren’t so secure.

More by this author

Tanvir Zafar

The founder of ISU Technologies, passionate in writing about productivity, creativity, entrepreneurship, work and technology.

How to Type Faster: 12 Typing Tips and Techniques 10 Best Task List Apps to Boost Productivity in 2020 10 Best Note Taking Apps to Get Organized 20 Best Places to Work for a Great Career in 2020 15 Best Entrepreneurs Books to Start Reading Now to Be Successful

Trending in Productivity

1 11 Reasons Why We Fail to Achieve Our Goals 2 How to Set Goals Effectively And Grow Continuously 3 How Not to Feel Overwhelmed at Work & Take Control of Your Day 4 13 Work Life Balance Tips for a Happy and Productive Life 5 How to Commit, Achieve Excellence And Change Your Life

Read Next

Advertising
Advertising
Advertising

Last Updated on July 13, 2020

How Not to Feel Overwhelmed at Work & Take Control of Your Day

How Not to Feel Overwhelmed at Work & Take Control of Your Day

Overwhelm is a pernicious state largely caused by the ever-increasing demands on our time and the distractions that exist all around us. It creeps up on us and can, in its extreme form, leave us feeling anxious, stressed and exhausted.

If you’re feeling overwhelmed at work, here are 6 strategies you can follow that will reduce the feeling of overwhelm; leaving you calmer, in control and a lot less stressed.

1. Write Everything down to Offload Your Mind

The first thing you can do when you begin to feel overwhelmed is to write everything down that is on your mind.

Often people just write down all the things they think they have to do. This does help, but a more effective way to reduce overwhelm is to also write down everything that’s on your mind.

For example, you may have had an argument with your colleague or a loved one. If it’s on your mind write it down. A good way to do this is to draw a line down the middle of the page and title one section “things to do” and the other “what’s on my mind”.

The act of writing all this down and getting it out of your head will begin the process of removing your feeling of overwhelm. Writing things down can really change your life.

2. Decide How Long It Will Take to Complete Your To-Dos

Once you have ‘emptied your head,’ go through your list and estimate how long it will take to complete each to-do.

Advertising

As you go through your list, you will find quite a few to-dos will only take you five or ten minutes. Others will take longer, often up to several hours.

Do not worry about that at this stage. Just focus on estimating how long you will need to complete each task to the best of your ability. Here’s How to Cultivate a More Meaningful To Do List.

3. Take Advantage of Parkinson’s Law

Now here’s a little trick I learned a long time ago. Parkinson’s Law states that work will fill the time you have available to complete it, and us humans are terrible at estimating how long something will take:((Odhable: Genesis of Parkinson’s Law))

    This is why many people are always late. They think it will only take them thirty minutes to drive across town when previous experience has taught them it usually takes forty-five minutes to do so because traffic is often bad but they stick to the belief it will only take thirty minutes. It’s more wishful thinking than good judgment.

    We can use Parkinson’s Law to our advantage. If you have estimated that to write five emails that desperately need a reply to be ninety minutes, then reduce it down to one hour. Likewise, if you have estimated it will take you three hours to prepare your upcoming presentation, reduce it down to two hours.

    Reducing the time you estimate something will take gives you two advantages. The first is you get your work done quicker, obviously. The second is you put yourself under a little time pressure and in doing so you reduce the likelihood you will be distracted or allow yourself to procrastinate.

    Advertising

    When we overestimate how long something will take, subconsciously our brains know we have plenty of time and so it plays tricks on us and we end up checking reviews of the Apple Watch 4 or allow our colleagues to interrupt us with the latest office gossip.

    Applying a little time pressure prevents this from happening and we get more focused and more work done.

    4. Use the Power of Your Calendar

    Once you have your time estimates done, open up your calendar and schedule your to-dos. Go through your to-dos and schedule time on your calendar for doing those tasks. Group tasks up into similar tasks.

    For emails that need attention on your to-do list, schedule time on your calendar to deal with all your emails at once. Likewise, if you have a report to write or a presentation to prepare, add these to your calendar using your estimated time as a guide for how long each will take.

    Seeing these items on your calendar eases your mind because you know you have allocated time to get them done and you no longer feel you have no time. Grouping similar tasks together keeps you in a focused state longer and it’s amazing how much work you get done when you do this.

    5. Make Decisions

    For those things you wrote down that are on your mind but are not tasks, make a decision about what you will do with each one. These things are on your mind because you have not made a decision about them.

    If you have an issue with a colleague, a friend or a loved one, take a little time to think about what would be the best way to resolve the problem. More often than not just talking with the person involved will clear the air and resolve the problem.

    Advertising

    If it is a more serious issue, then decide how best to deal with it. Talk to your boss, a colleague and get advice.

    Whatever you do, do not allow it to fester. Ignoring the problem will not make it go away. You need to make a decision to deal with it and the sooner you do so the sooner the problem will be resolved. (You can take a look at this guide on How To Make Good Decisions All The Time.)

    I remember long ago, when I was in my early twenties and had gone mad with my newly acquired credit cards. I discovered I didn’t have the money to pay my monthly bills. I worried about it for days, got stressed and really didn’t know what to do. Eventually, I told a good friend of mine of the problem. He suggested I called the credit card company to explain my problem. The next day, I plucked up the courage to call the company, explained my problem and the wonderful person the other end listened and then suggested I paid a smaller amount for a couple of months.

    This one phone call took no more than ten minutes to make, yet it solved my problem and took away a lot of the stress I was feeling at the time. I learned two very valuable lessons from that experience:

    The first, don’t go mad with newly acquired credit cards! And the second, there’s always a solution to every problem if you just talk to the right person.

    6. Take Some Form of Action

    Because overwhelm is something that creeps up on us, once we feel overwhelmed (and stressed as the two often go together), the key is to take some form of action.

    The act of writing everything down that is bothering you and causing you to feel overwhelmed is a great place to start. Being able to see what it is that is bothering you in a list form, no matter how long that list is, eases the mind. You have externalized it.

    Advertising

    It also means rather than these worries floating around in a jumbled mess inside your head, they are now visible and you can make decisions easier about what to do about them. Often it could be asking a colleague for a little help, or it could be you see you need to allocate some focused time to get the work done. The important thing is you make a decision on what to do next.

    Overwhelm is not always caused by a feeling of having a lack of time or too much work, it can also be caused by avoiding a decision about what to do next.

    The Bottom Line

    Make a decision, even if it is to just talk to someone about what to do next. Making a decision about how you will resolve something on its own will reduce your feelings of overwhelm and start you down the path to a resolution one way or another.

    When you follow these strategies to can say goodbye to your overwhelm and gain much more control over your day.

    More Tips for Reducing Work Stress

    Featured photo credit: Andrei Lazarev via unsplash.com

    Read Next