Sharing files internally or externally with clients and partners is fundamental to business operations. But without the right safeguards, a single mishandled document can result in data breaches, compliance violations, and damage to your company’s reputation. That’s why encrypted file sharing is a key aspect of ISO 27001 certification.
There are over 47,000 valid ISO 27001 certificates(nuova finestra) worldwide — and while some organizations hold more than one certificate (for different websites or branches), this still represents tens of thousands of companies that are investing in better security practices.
Although IT remains the leading sector, ISO 27001 is rapidly expanding across industries, from finance and healthcare to nonprofits. It’s not just for large enterprises, as small businesses are increasingly adopting ISO 27001 to protect themselves from cyber threats, build trust, and win new clients.
This guide breaks down practical steps businesses can take to secure file sharing under ISO 27001. It also explores how using an ISO 27001-aligned service like Proton Drive can simplify compliance and protect digital data.
- What is ISO 27001 and why does it matter?
- What are the benefits of secure file sharing under this certificate?
- 8 ways to protect file sharing and collaboration for ISO 27001
- 1. Keep shared files and conversations encrypted
- 2. Collaborate securely on shared files
- 3. Control and monitor access to sensitive data
- 4. Prevent data loss and keep files secure
- 5. Train employees to avoid costly mistakes
- 6. Access shared files securely on any device
- 7. Be cautious when sharing files with third parties
- 8. Monitor for security threats
- Securely share and collaborate on files with Proton Drive
What is ISO 27001 and why does it matter?
ISO 27001, officially known as ISO/IEC 27001, is an international standard for information security management systems (ISMS). Think of it as a high-security rulebook designed to keep hackers out, prevent accidental leaks, and ensure your data remains safe even if something goes wrong. Organizations that follow ISO/IEC 27001 systematically identify security risks and put controls in place to reduce them.
At its core, ISO 27001 ensures three key principles of data protection:
- Confidentiality: Only authorized people can access sensitive files. Example: a financial firm encrypts client records to prevent cybercriminals from stealing and selling them on the dark web.
- Integrity: Data remains accurate and unchanged unless modified by approved users. Example: a hospital ensures that only doctors can update patient medical records.
- Availability: Data is accessible when needed, without downtime or disruption. Example: a cloud service provider maintains backups to prevent data loss in case of a system failure.
What are the benefits of secure file sharing under ISO 27001?
Here’s how ISO 27001 ensures your shared files are protected from unauthorized access, remain unchanged unless approved, and are available when needed:
Protect sensitive information
This includes personally identifiable information (PII), protected health information (PHI), financial data, customer records, intellectual property, and other confidential assets.
Reduce security risks
Without file sharing safeguards, it’s only a matter of time before a cyber attack happens, such as data leaks, ransomware, or insider threats.
Ensure compliance
Many regulations, like GDPR, HIPAA, and CCPA, require strict security for shared data. ISO 27001 provides a clear framework to meet these rules and prove compliance to auditors.
Save costs
A file sharing incident, like an employee that mistakenly sends a private file(nuova finestra) to the wrong recipient or an attacker that intercepts unencrypted data, can lead to fines, lawsuits, and damage to the company’s reputation, which is invaluable.
Build trust
Customers and partners need assurance that their shared data won’t be exposed or misused.
Maintain a competitive advantage
Many organizations require ISO 27001 compliance before sharing sensitive data with vendors. It’s also a trust signal that sets you apart from competitors lacking this certification.
Improve operational efficiency
With clear roles and streamlined workflows, teams can share data efficiently without bottlenecks. Plus, continuity and disaster recovery plans keep your business running, even during unexpected disruptions.
Scale with your business
ISO 27001 provides a structured, adaptable framework that protects the security of your business, no matter how big or complex it becomes.
8 ways to protect file sharing and collaboration for ISO 27001
To strengthen file sharing security in line with ISO 27001, your organization should implement key safeguards like encryption, access management, and continuous monitoring. Here are some best practices:
1. Keep shared files and conversations encrypted
Without encryption, the files you share can be intercepted or exposed. With Proton Drive, you can securely share files with anyone using email or public links. Your data is protected with end-to-end encryption (E2EE), so no one can access it besides you and the recipient — not even us. Metadata, such as file names, folder names, and thumbnails, is also fully encrypted.
Even if your files are encrypted, discussing them over unencrypted emails or chat platforms can expose sensitive details. You can use Proton Mail to safely send attachments and have private conversations using E2EE and password protection.
2. Collaborate securely on shared files
Teams, partners, and clients often need to work directly on shared files instead of constantly sending updates back and forth via email or chat. With Proton Docs, you can safely collaborate in real time while ensuring that every edit, comment, and suggestion remains end-to-end encrypted. Unlike traditional cloud services, where providers can access your documents, Proton Docs ensures only you and your collaborators can see your content.
3. Control and monitor access to sensitive data
Not everyone in your organization needs access to every file. File sharing tools with role-based access control ensure that only the right people can view or edit sensitive files. For extra protection, you should regularly review user permissions to remove unnecessary access.
Proton Drive gives you control over who can access your shared files with viewer and editor permissions, so you decide who can make changes. You can set passwords and expiration dates on shared links, track how many times files have been downloaded, and revoke access anytime to ensure your data stays protected and accessible only when needed. Plus, digital signatures help verify that shared files haven’t been tampered with.
4. Prevent data loss and keep files secure
Losing or accidentally exposing sensitive shared files can create security risks and compliance issues. A good way to protect against data loss is by following the 3-2-1 backup rule: keep at least three copies of your data, store them on two different types of storage, and keep one copy offsite.
With Proton Drive, you can securely store and back up important files with end-to-end encryption, keeping them safe from unauthorized access. If a file is accidentally modified or deleted, file version history lets you restore previous versions anytime, even if the files were overwritten — you can also see who made changes.
5. Train employees to avoid costly mistakes
Even with the best security tools, human error is a major risk. You should provide regular training on secure file sharing, including how to recognize phishing attempts, securely collaborate with external partners, and handle confidential information. Simple steps can prevent serious security issues, like using strong passwords, enabling two-factor authentication (2FA), and avoiding suspicious links.
To reduce phishing risks, Proton Mail includes anti-phishing(nuova finestra) and anti-spam features that block malicious emails.
6. Access shared files securely on any device
Security shouldn’t come at the cost of convenience. Whether you’re in the office, working remotely, or on the go, you need a secure way to access and share files without compromising privacy.
All Proton apps, including Drive, provide easy-to-use apps for Windows, macOS, Android, iOS, and a web app, so your team can securely manage files from any device.
7. Be cautious when sharing files with third parties
Your security is only as strong as the weakest link. Before sharing files with vendors, contractors, or partners, make sure they use secure, encrypted platforms and follow security best practices. Limit external file sharing to approved services and require security agreements to protect sensitive information.
With Proton Drive, you stay in control by sharing files through password-protected links with expiration dates and adjustable permissions. You can also share directly via email, encouraging recipients to create a Proton account to access and collaborate on files — keeping everything in a secure, end-to-end encrypted environment.
8. Monitor for security threats
Even with strong security, your team should monitor for breaches in case login credentials or sensitive files get leaked. Proton Sentinel actively monitors for suspicious login attempts, unauthorized access patterns, and potential breaches using a combination of AI and human oversight. It blocks threats before they result in an account takeover.
Additionally, if you have a suspicion of an account takeover, you can monitor the session manager in your Proton Account settings to track active logins and quickly revoke access if an unauthorized connection is detected.
Securely share and collaborate on files with Proton Drive
While companies can implement internal security measures, using an ISO 27001-aligned secure file sharing service like Proton Drive simplifies compliance. We use end-to-end encryption and Swiss protection to ensure that no one can access files except you and approved users.
With Proton for Business, you gain access to our entire end-to-end encrypted ecosystem designed to protect your digital data, including cloud storage, email, passwords, and internet connections. All our apps are ISO 27001 certified, independently audited, and open source, so anyone can check our security model.
