Digital file sharing and document collaboration is a fundamental aspect of the modern workplace. As cyber risks continue to evolve, organizations must remain focused on information governance and secure document collaboration practices. Follow these tips to reinforce strong file sharing habits between internal and external parties and to reduce the risk of unauthorized access and oversharing.

1. Move File Sharing Out of Email and Into Secure Channels

The shift from traditional email communication to a secure collaboration platform is often driven by the need to mitigate risks associated with phishing and security breaches. When email is a heavily relied upon channel for critical communication and transactions, bad actors will target email. Sophisticated spoofing and phishing attacks can result in wire fraud, invoice scams, or the seizure of sensitive information.

By moving document sharing out of email and into a secure channel, in addition to reducing risk, organizations are able to eliminate email clutter and alleviate version control issues. For teams that send attachments for review and markup, if multiple people are on the same email thread, document drafts can quickly become outdated. Workstorm establishes secure channels for file sharing and gives one confidence that only the most up-to-date document is being reviewed.

Within Workstorm, channel members can easily find files instead of sifting through large volumes of email by searching within a specific channel or across the platform. Results from Workstorm’s global search function will only display files that the user has permission to access.

2. Implement Role-Based Access Control

Role-based access control (RBAC) plays a foundational role in ensuring secure document collaboration by providing strategic levels of control over who can access documents within a collaborative environment. An organization can control access to sensitive information, protect privileged information, and ensure compliance while still fostering a collaborative environment.

Workstorm’s private-by-default channels enable access solely to the individuals who require it. Administrators of the channel determine which members are invited: these private channels are not searchable to the company at large. Privileged files are only accessible to those who need to know, adding an extra layer of control and privacy to document collaboration.

In addition to private-by-default channels, Workstorm integrates with leading document management systems, including Google Drive, Microsoft OneDrive, Dropbox, Box, iManage, and more. Workstorm does not replicate. content shared from these platforms and maintains original permission settings.

3. Consider Shared Workspaces and Managed Channels

Information governance teams should define specific channels dedicated to distinct types of collaboration, such as channels for specific projects or clients, or ones that contain particular classified or categorized information that need individual handling. Designating channels for distinct purposes not only facilitate efficient communication and file sharing within them, but also promote consistency in information governance and compliance policies across them.

Workstorm gives administrators the ability to streamline secure collaboration and enforce compliance policies effectively through managed folders and controlled channels.  By designating channels for specified purposes, administrators can ensure that file sharing within these channels adheres to organizational compliance and privacy policies for both internal and external parties. Channel workspaces and dashboards can be used to easily manage files, meetings, and messaging. These Workspaces simplify the process of setting up secure channels for external collaboration, and they also resolve the problem of oversharing.


Workstorm offers a comprehensive approach to secure document collaboration that includes secure file sharing within channels, role-based access control, private-by-default channels, and integration with other document management systems. The platform supports a shift away from file sharing via email to enhance operational efficiency and to reduce cyber risk. By providing centralized management of channels through its managed folders, Workstorm facilitates collaboration while upholding privacy, compliance, and information governance standards. As a result, organizations can both optimize secure collaboration practices and standardize document management workflows. Talk to an expert >>