The Importance of Data Security: Lessons from Recent Virtual Data Room Leaks

How Secure Is Your Document-Sharing Platform?

In a recent breach, hackers stole documents related to depositions from key witnesses in an ongoing lawsuit. 

“Attorneys involved in the civil lawsuit, brought by a close friend of Gaetz, received an email Monday night last night informing them that "confidential" documents had been downloaded by an "unknown and unauthorized third party," according to an email obtained by ABC.” - ABC News 

Why Are Document Sharing Platforms a Target for Hackers?

Document sharing platforms are frequent targets for hackers because they serve as hubs for storing and exchanging sensitive data, such as legal documents, corporate strategies, and intellectual property. 

These types of documents are valuable for hackers who may seek to exploit confidential information for financial gain, competitive advantage, or public exposure. Even with basic security features, these platforms remain vulnerable due to the human element factors, like weak passwords, poorly protected access links, or user negligence can provide entry points for hackers to steal sensitive data.

What Vulnerabilities Lead to Security Breaches?

Even the most trusted platforms can harbor vulnerabilities. Some of the most common include:

Accidental Document Leaks

A frequent security risk, believe it or not, is caused by someone accidentally sharing confidential information. This tends to occur when someone forwards an email containing access links or attachments without thinking of who else is within the email chain, or without consideration that those attachments can be easily forwarded or shared again without their consent. 

Password Sharing 

Relying purely on password protection can be a pitfall. Passwords, especially for shared documents and links, can easily be shared with another party, even if the original person who shared the material doesn’t want it shared.

Confusing Access Controls 

Another security issue arises from users not understanding the tools they use to share confidential data. Features like download restrictions and expiration dates for documents and links are designed to protect sensitive data, but they only work if they’re properly utilized and understood.

Weak Encryption Protocols

Encrypted files are secure but only if adequate measures like AES-256 encryption are used. Weak or no encryption exposes such files to interception which is a major risk to institutions and organizations. It is pertinent to encrypt sensitive data even during transit and at rest where it’s stored.

How Does Orangedox Protect Your Confidential Documents?

Orangedox employs industry-leading security measures to ensure your sensitive files remain confidential and accessible only to the intended recipients. Here’s how we keep your data secure:

Preventing Accidental Document Leaks

To help prevent accidental document leaks Orangedox employs Secure Document Sharing Technology, which verifies each recipient’s device before granting access. This can help prevent unauthorized access of documents when email is forwarded, ensuring that only the intended recipient can view the document.

Eliminating Password Sharing

Orangedox strengthens document security by eliminating the need for passwords. Instead of sending a link or document along with a password, which can easily be shared later, Orangedox employs Secure Document Sharing Technology. Access can be limited to a single recipient device, ensuring that once it’s opened, it can’t be opened by anyone else, even using the same link.

Simplified Access Controls 

Human error is one of the number one ways that confidential data is leaked. In order to help combat this, Orangedox provides a variety of easy to understand access control settings, so our users understand exactly how they’re sharing their confidential data. These features include, among others, the ability to restrict the downloading of documents (only allowing online previewing), disabling text from being copied from within the document, and disabling document access for a specific recipient.

Strong Encryption

Orangedox uses OAuth tokens to gain access to users' Google Drive and Dropbox to help them share documents securely. These tokens are encrypted at rest with 256-bit AES encryption and stored in an encrypted AWS container. In addition, all confidential user data, including document previews, are also stored using 256-bit AES.

What to do in the event of a Data Leak?

Disable Access Immediately

If you suspect a data leak, your priority is to cut off access. In Orangedox, you can instantly disable access for specific recipients or to the entire data room / shared file. This ensures that you’ve cut off access until you’re confident the leak has been identified and resolved. 

Audit Access Logs

Once access is disabled, use whatever built-in auditing metrics you have access to investigate the leak. With Orangedox you’ll be able to see exactly when each document was accessed, and by whom, including the number and type of device they used to access the document. This detailed information allows you to identify any suspicious activity and narrow down potential sources of the breach.

Conclusion

The recent breach is a sobering reminder of the growing risks of sharing confidential documents. Organizations need more than a file-sharing tool—they need a platform built for security. Orangedox not only offers advanced security features that are easy to use but also empowers users with the tools they need to keep their data safe.

Your sensitive information deserves the highest level of protection. Explore how Orangedox can safeguard your documents today. Learn how to share your documents safely with our guide on virtual data rooms.

Start your 14-day free trial of Orangedox Virtual Data Rooms and see what Orangedox can do for your business.

Orangedox provides one-click create virtual data rooms that are directly synced with your Google Drive folders.

Learn more about Orangedox Security.