How to Securely Collaborate on Digital Projects With Remote Clients

Collaborating with remote clients is the new norm, and it's not uncommon to hear of people working with clients and teams online, even though they aren’t physically present. This is due to the ease and speed of online communication.

However, this also means that more and more information is being shared online, which could easily be compromised or misused. That’s why it’s essential to have knowledge of the risks involved so that you can protect yourself, your company, and your clients.

Collaboration tools require data to be shared among users so that they can work properly. For instance, file-sharing tools require users to share documents, and these documents are stored on the tool’s database. Video conferencing tools require users to share audio and video data so that they can communicate effectively.

All this information is shared online, and some of it is stored on the platform’s database, which can remain there for a long time.

If the security settings on the platform are poor, someone with nefarious intentions might be able to access the information, and both the business and the clients could be compromised.

Most users of online collaboration applications don’t adjust the tools to limit access by third parties to the data they share.

As a result, when default settings are used, it becomes much easier for hackers to view shared files and gain access to online meetings. Unauthorised access to meetings and documents is a common occurrence.

Even if users haven’t personally experienced an incident, everyone should be aware of the importance of acting responsibly when it comes to online security.

You can create content much more quickly and easily with the help of AI technology, as well as use it to assist with everyday tasks – that’s a given.

However, when you enter sensitive client information (such as passwords, order history or identification numbers) into an AI chatbot, you might not realise just how much of this data is stored or how it will be used.

Below is an infographic that shows which AI chatbots collect the most user data:

To minimise risks for you and your clients, it’s highly recommended to avoid using real names or any other identifying information. Instead, anonymise the data or avoid providing it altogether where it’s not needed. By doing this, you can help ensure their privacy is protected.

It’s also important to consider how long collaboration service providers store files, messages, and recordings on their servers. Many platforms keep this information for months, or even years, after a project has ended.

Older files may remain online even when they’re no longer being used by clients or contractors. If a company experiences a cybersecurity incident or changes its privacy policies, this older data could become vulnerable to attacks.

In addition, it's essential to regularly review access control settings on shared collaboration platforms. This includes checking access granted to previous clients, contractors, or employees who may still be able to view shared work if permissions haven’t been removed.

Online collaboration relies heavily on internet connectivity. Files are uploaded and shared, and many meetings are held online. The more the workplace moves online, the more crucial it becomes to protect shared information.

Using a secure virtual private network (VPN) can help protect information sent across collaboration platforms and other online services. Some people may choose to test out a VPN trial to see if it meets their security needs.

The more connected a project becomes, the more carefully security needs to be considered

You don’t have to know a ton about technology to keep your digital projects secure. There are simple steps you – and your entire company – can take that can really make a difference:

• Strong passwords: Use strong, unique passwords on every platform and avoid easily guessed details.

• Two-step verification: Enable this feature whenever available to add an extra layer of security.

• Keep software updated: Regularly update software, applications, and devices to fix security issues.

• Secure internet connections: Avoid public Wi-Fi when sending important documents or accessing work accounts.

• Access control: Regularly review who has access to your documents and platforms.

By following these simple steps, you can reduce the risk of data leaks and work more safely.