How to access a securely shared Google Drive File.
Modern businesses that take responsibility for data no longer share files through email or zip files. These two methods offer little protection; an email account can get hacked, and the data can be accessed. A password-protected zip file can be brute-forced and opened in no time.
If your current IT provider has not alerted you to the inherent risks of sharing files and data using these outdated methods, they're not fulfilling their duty to protect your business. It's time to consider a new IT partner who can provide the necessary guidance and advice on best security practices.
Ultimately, you are responsible for the data your business holds, whether your own or client data. If this data gets stolen, it will be your business, the ICO fines, not your IT provider, so having the best advice is essential. If your current IT provider is not giving you the level of advice you need, book a video call at the end of this blog post.
How to access a securely shared folder or file through Google Drive.
Many people's first misconception is that they need a Google Account to access anything shared through Google Drive—you don't!
When someone shares a folder or file with you, you'll receive an email with a link to click to access the file.
Depending on the security level the sender has applied, you'll be able to access the shared content immediately. If it has been shared securely, you must verify who you are.
If you need to verify before accessing the file, you will see a box where you must enter the email address to which the original Google Drive email alerted you that the share was sent.
Once you have entered the correct email address, you will receive another email with a verification code in that inbox.
Copy the code you received and paste it into the box that appears in Google Drive to verify that you are the person who was sent the share. Once you have done this, you will have access to the shared content.
What does the process look like?
The video below shows the process of securely sending a file through Google Drive. From what the sender sees to what you, the receiver, needs to do to access the shared file.
Are you sharing data securely in your business?
As mentioned in the first section of this blog post, if your IT support provider has not advised you on the most secure way of sharing data and you're still sending files through email attachments and password-protected ZIP files, your IT provider is letting you down and leaving you ripe for hackers' exploitation.
Book a video call below, and you and your company can become as secure as the person who has shared a file with you through Google Drive.