Being a recruiter involves doing a lot of document management. You must ensure every file goes to the right place, through the proper channels or to the correct people. However, all that transmission can introduce cybersecurity risks if you’re not careful.

At a time when employers are still recovering from the “great resignation,” keeping track of sensitive candidate data is critical. Here are the best ways to securely share files and why doing so is essential.

Why Are File-Share Best Practices Important?

Technology puts every document at risk. While you may not deem certain information on an application as sensitive, it could still be valuable to a hacker. People must feel they can trust your company or they may not apply and dissuade others from doing so.

Following file-share best practices can also save an organization from hefty legal fees. In November 2022, the 3rd U.S. Circuit Court of Appeals decided an employee could sue her former employer even though the data breach didn’t result in fraud or identity theft. If a hack did cause ramifications for applicants, imagine how much more damage the enterprise could experience. Thus, secure document management is crucial to any recruiter.

4 Best Ways to Securely Share Files

File-share best practices are just as essential in recruiting as in current employee document transfers. They’re even more critical when those pages contain sensitive data. Here are the four best ways to securely share files and secure the most outstanding applicants.

1. Use Zero-Trust Architecture

Zero trust means a network doesn’t automatically trust someone just because it thinks the user is trustworthy. It assumes everyone trying to access a document is a threat and must authenticate potential viewers. The system will also continuously verify the account to ensure someone is who they say they are.

Zero-trust architecture is an excellent place to start when seeking the most secure human resources document management. Assuming all employees could be a threat weeds out the real hackers, making file sharing much more secure. In fact, 53% of companies say using zero trust reduces the time a cybercriminal could spend in their network.

2. Continuously Educate Employees

With time, recruiters may grow lax in keeping up with file-share best practices. However, this is a tremendous opportunity for attackers, as 85% of data breaches stem from human error. It’s important to ensure everyone in the department follows the steps and higher-ups continue educating them on new threats to look out for.

For example, phishing tactics constantly refresh to trick people into sharing sensitive information or downloading malware. Once a hacker has access to your systems, they could ransom or steal the data to publish on the dark web. Even if staff members think they know how to spot a fraudulent email, updating their knowledge continuously can prevent an attack from a well-done phishing scam.

3. Choose and Update Excellent Systems

Opting for a consumer-grade document management system can introduce cybersecurity errors. Developers didn’t build these networks to handle and safeguard such sensitive data, so investing in a business-grade system can improve file-sharing security in recruiting.

These applications should also be simple for employees to use. People are less inclined to implement secure software if it’s challenging to figure out. This may inspire them to find unsafe workarounds, so choose software that’s easy to navigate and answer staff questions promptly.

Additionally, keeping all software and devices up to date is crucial. Outdated technology often holds cybersecurity flaws hackers are all too eager to take advantage of. Updates for items like computers will vary. However, whenever there’s a software update, you should prioritize installing it as soon as possible. These often have the most recent security patches that assure your system is secure.

4. Collect Only the Most Relevant Information

You collect a lot of information when recruiting applicants. Make the process smoother and file sharing more secure by only collecting the necessary data. Minimizing the information you obtain from applicants will reduce the amount of sensitive material in your system, so transferring it poses less of a threat. Disposing of it promptly can also safeguard the network, as minimal valuable data will be present.

When you need to collect and share sensitive candidate data, ensure your platform has encryption. This feature will scramble the information in an email or call so attackers can’t access it. Encrypting the channels you use for transporting critical applicant material ensures that, even if a hacker makes it in, they can’t read any of the details they access.

Using File-Share Best Practices

Human resources document management relies on up-to-date technology and educated employees. Because the recruiting process requires an applicant to disclose sensitive data, it’s only fair for you to keep it as safe as you can. The best way to securely share files relies on close attention to detail, so use these best practices to make doing so much more straightforward.

Zac Amos

Zac Amos is the Features Editor at ReHack, where he covers business technology, cybersecurity, and other trending tech topics. For more of his work, follow him on Twitter and LinkedIn.