File sharing is supposed to make work easier. Send a link, share a folder, collaborate faster. Done.
But in practice, file sharing is one of the most common ways sensitive business data leaks out without anyone realizing it. No hackers. No malware. Just everyday habits that quietly create risk.
Here are six file-sharing behaviors that expose data far more often than people think.
1. Using “Anyone with the link” Sharing by Default
It feels convenient. It’s also dangerous.
That link can be forwarded, posted, or accessed by anyone who stumbles across it. There’s no control, no visibility, and no expiration.
Fix:
Use named-user sharing only. If a link must be used, set an expiration date and restrict download access.
2. Sharing Entire Folders Instead of Specific Files
People often share a full folder just to grant access to one document.
Result:
You expose drafts, old versions, internal notes, or other sensitive files the recipient was never meant to see.
Fix:
Share the individual file, not the container.
3. Forgetting to Remove Access After the Task Is Done
Temporary access almost never stays temporary.
Projects end. Vendors leave. Consultants finish work. Access remains.
Fix:
Review external sharing permissions regularly and remove anything no longer needed.
4. Letting Personal Accounts Sync Work Files
Employees download files to personal laptops, phones, or personal cloud accounts so they can “work more easily.”
Now your data lives outside your security controls.
Fix:
Restrict syncing to managed devices and business accounts only.