The importance of secure file sharing for modern businesses

Filing cabinets and reams of paperwork might be things of the past, but the need to keep confidential company documents safe is undoubtedly more important than ever.

For all its incredible benefits, our dependence on digital comes with its fair share of cybersecurity threats, so business owners everywhere are tasked with finding storage solutions that stand up in the the modern business landscape.

Without a secure file sharing system in place, businesses risk exposing sensitive employee and financial information, which can have far-reaching consequences when it comes to responsibility and confidentiality.

If that’s ringing some alarm bells and you’re on the lookout for a secure file sharing solution to improve your business operations, you’ve come to the right place. We will cover all the features and benefits of such an approach to HR and offer invaluable tips and advice for ensuring security in your own data management.

The need for file sharing security in HR

It doesn’t matter which industry you operate in—your files are yours and nobody else should be able to get anywhere near them. People trust their employers to look after their sensitive information, from home addresses to banking details, so it’s crucial that that responsibility is taken seriously with secure HR software with built-in file sharing.

That applies as much to former staff as it does to existing staff under GDPR rules in the UK. The Data Protection Act 2018 stipulates that employers must provide a legal basis for processing any employee’s personal data, which means their privacy notices regarding document storage must be watertight.

For more information on this, see How long should I keep staff records under GDPR?

Data security breaches are not only legally dangerous, but they can be extremely financially damaging for businesses, too.

According to IBM’s Cost of a Data Breach Report 2024, the global average cost of a data breach is at its highest ever level at £3.8 million, up by 10% in 2023—it’s an alarming rise that puts slow-moving businesses at risk of attack in 2024 and beyond.

The threat isn’t going away, and neither is the need for your business to protect itself and its staff in this volatile environment.

Secure data management across all document-related processes is a prerequisite for the success of any modern business, so more and more leaders are turning to HR software that can cover all the bases for them.

What are the benefits of using HR software with built-in file sharing?

We live in an age when business processes need to be streamlined for maximum efficiency—and data management is no exception. Employees have to be able to access the information they need easily and swiftly to be able to do their jobs effectively, so archaic file sharing systems simply, don’t cut it these days.

Modern HR software with built-in file sharing brings with it a whole range of benefits, from document centralisation to data security. When you introduce cloud-based storage to your workplace, you stand to benefit as a fully compliant business in the UK and your employees stand to benefit from seamless document retrieval and collaboration—everyone’s a winner.

On that teamwork point, there’s no way a modern business could operate smoothly without cloud-based collaboration running through its veins—think of all the time and effort such ease of access can save when it comes to pitch documents and strategic planning, for instance.

Easy file sharing is the gift that keeps on giving, too, since it grows with you as a business and keeps your employees connected along the way. More staff means more documents, but more collaboration means less frustration.

What are the features and capabilities of file sharing software?

Today’s HR software is packed to the rafters with features that make those benefits happen. You get complete control of your data and documentation through the likes of end-to-end encryption and access controls. So, you know only those who are authorised by you can gain access.

What’s more, a cloud-based solution can give you unlimited document storage across your whole business.  Meaning no roadblocks will get in the way of important jobs when time is of the essence.

Version control is another key aspect of HR software in that it allows you to streamline processes between teams. With everyone storing their files in the cloud, updates happen in real time. Add to that the ability to track file activities with audit trails ensuring you’re operating as efficiently as possible—you’ve got an HR solution that can transform your business.

You can also integrate file sharing software with other HR processes to finetune your business even further. Employee onboarding is made easier with centralised training documents that are easy for them to access and for you to track. Performance management is streamlined across the business when you can activate read receipts for important documents and enable notifications for upcoming dates and deadlines you don’t want to miss.

HR software can make the here and now simpler with easy access, but it can also make diving into yesterday’s records a breeze with the ability to store your documents in a secure archive. You can be covered and compliant as long as the software is implemented correctly across your business.

What are the best practices for implementing HR file sharing?

That notion of integration is the most important aspect of implementing any HR software for the benefit of your business. No single flick of the proverbial switch is going to solve everything—you need to ensure the solution you choose fits in well with your culture and, indeed, enhances your existing systems and processes.

For example, you wouldn't want to choose a file sharing solution that requires extensive training for your staff, as your teams could lose interest before implementation. Instead, opt for a file sharing and collaboration solution that offers easy access and makes everyone's lives easier right from the start.

As with any new solution that’s geared towards digital transformation, include training programmes or change management strategies that allow for seamless transitions for every team. Prioritise teaching your staff how your new file sharing processes will work before you fully implement them and make sure you’ve got every department onboard before you deploy.

Don’t neglect the potential pitfalls of data storage either—protect yourself against data disasters with backups and secure communication channels to give every user the peace of mind they need at work.

Just remember to make sure you’ve got an up-to-date data retention policy in place, too. So, everyone knows where their information is and what happens to it when it’s no longer needed.

The implementation of HR file sharing is made much easier when you find a software solution that not only scales with you and your existing processes and variety of technologies, but also enables integration with any future systems you might need to introduce.

It’s a way of improving your day-to-day operations as well as future-proofing your business with the likes of unlimited digital-storage while you’re at it—when you find the right solution, you’ll wonder how you ever lived without it.

Securely file share all your HR documents with BrightHR

Technology is playing a key role in the transformation of many a business in today’s hectic landscape—it’s enabling HRs in a range of industries to rethink the way they work. The traditional approach to file sharing just isn’t cut out for the modern world, so it’s one of the components of daily operations that stands to benefit the most from digital transformation.

The right HR software can give you the ability to check and update documents on the go, the capacity to control access to sensitive information and the unbridled joy of unlimited document storage and more—all while growing with you as a business instead of holding you back.

Give yourself peace of mind on the HR front and book a demo of BrightHR software today to see what it can do for your business’s approach to file sharing.