Sharing Files Securely With NetFiles

Introduction

In today's connected world, files are no longer shared simply through inter-office or campus mail. Instead, electronic copies are sent through email, instant messages and file shares. These methods are quick and relatively easy, but they also are frequent targets for hackers trying to steal sensitive data.

If you are trying to share a document that contains sensitive data with someone on campus, you need to make sure your method for sharing is secure. While there are ways of making email and instant messaging secure, those methods can be tricky. Fortunately, the University of Illinois provides a file share system called NetFiles that can be used to securely share files that contain sensitive data.

This guide will lead you through the very simple but important steps to make sure that you configure NetFiles properly to share sensitive data with other people on campus.

Before you upload any files

The computer that you use to upload the file to NetFiles needs to be secure. You should not upload files with sensitive data from a lab or shared computer. Furthermore, you should make sure the computer is running the latest operating system and antivirus software.

NetFiles offers Windows users the option of creating a permanent connection to CITES NetFiles on their desktop through Windows WebFolders. Because this links directly to your NetFiles account and does not require a password, this option should NEVER be used when your NetFiles account contains or will contain sensitive data. If your computer were to be stolen or accessed when you were away from it, a thief could access your entire NetFiles account with just a few clicks.

In terms of physically protecting your computer, stolen laptops have become a major source of data breaches. You should never put sensitive data on your laptop or other portable device unless it absolutely necessary to do your work. If there is another way to finish a project without putting sensitive data on a laptop, you should use the other way.

Instructions for using NetFiles securely

The Basics

NetFiles is a fileshare system that has the potential to share a file with anyone in the world. That is something that should NOT be done with sensitive data. Instead, when sharing sensitive data, you need to carefully consider who specifically needs access to the file. This is accomplished by setting sharing permissions.

Two default folders within NetFiles are set to be publicly viewable to the entire world. These are the "www" and "shared" folders. You should NEVER place files with sensitive data in these folders.

You can access NetFiles by going to http://netfiles.uiuc.edu

If you need help with basic navigation through NetFiles, please visit http://cites.uiuc.edu/netfiles

Permissions

There are a few basics concepts that you need to understand when it comes to permissions. Any folder and any file can have four different permissions: Read, Write, Delete and Administer.

• Read access allows a user to look at the contents of a file.
• Write access allows a user to change the contents of a file.
• Delete access allows a user to remove files.
• Administer access allows users to delete, move, and rename a file.

As a general rule of thumb, you should grant as few permissions as possible to the person you're sharing the file with. For example, if the person only needs to view the file, you should not grant them write access.

Storing for yourself

NetFiles allows you to upload a file and securely access it from any web connection. If you are simply storing a file that only you can see, all you have to do is place the file in any directory (other than "www" or "shared"), and make sure that the file and the directory the file is in both only allow read access to you. All other users' sharing permissions should remain unchecked.

Sharing with others

When sharing sensitive data with others through NetFiles, a good first step is to create a new directory specifically for sensitive files.

After creating that directory, click on the directory's share button. The shared button looks like this:

You should check the option "Apply the changed permissions to this directory only." By clicking this option, you will be able to specify which individual users can see which individual files. Make sure to give yourself full access to the directory (clicking all permissions) and leave all other users' permissions blank.

After you have created that directory, upload the file with sensitive data.

Click on the sharing permissions icon for that file.

You will now be able to grant individual users permission to see the file. Near the top of the screen, click on Add User/Group.

You will see four simple fields. You should change Search to "Users." Keep From set to "All Locations" and change Where to "ID." In the final field, enter the NetID of the person that you want to give permission to. Then click "OK"

You will now be able to edit the permissions for that individual. Usually, "Read" access is all that you need to give them. Remember, "Write" access will allow the other person to edit the document.

After you have uploaded files

It is important to log out of NetFiles every time you are done using it. When you are using the web interface, the log out link is at the top of the left hand menu. Logging out every time helps keep people from accessing your NetFiles account when you are not at your computer.