Folder and file permissions: The ultimate guide

Sharing folder and file permissions makes project collaboration easier, letting team members collaborate on content without the constant back and forth of versions. Whether it’s a shared legal contract or a folder containing critical financial reports, proper access to information allows you to streamline workflows, quickly exchange ideas, and prevent delays due to conflicting edits.

But manually sharing permissions for each user or group is error-prone and inefficient, especially in large companies with many departments and projects. For instance, imagine accidentally giving access to sensitive client contracts to a former team member who still has login credentials. This oversight can lead to data breaches, jeopardize your business’s reputation, and even expose you to legal liabilities.

To prevent all those risks, let’s explore the importance of implementing secure and effective permission controls and understand the step-by-step process of setting them up.

What are file and folder permissions?

File and folder permissions are settings that determine who can access, modify, or manage files and folders within a computer system, network, cloud data storage system, or other collaborative software application. The goal is to ensure that only authorized users have access to sensitive information, protecting data from unauthorized disclosure or modification.

Managing permissions varies between traditional on-prem systems and cloud solutions. While traditional solutions require the IT team to configure permissions directly on servers, in the cloud, a centralized administration console typically offers permissions management. This functionality lets you easily assign and revoke permissions across devices and locations.

Advanced cloud solutions also offer valuable features like role-based access control (RBAC) and integration with identity providers for better security and management. Understanding these differences helps you make smart decisions to keep your organization’s data safe.

Why you should set file and folder default permissions

You likely receive messages like this all the time from your team: “I can’t open this file. Could you give me permission to view and edit it?” Managing file and folder default permissions — the pre-set rules within your document management system — helps create a secure environment where employees can stay productive while protecting sensitive information.

Setting default permissions can save your team a significant amount of time. By automating these configurations, you avoid disruptions from constant messages to manually grant or change access to content. It’s like having an assistant that automatically manages file and folder access. It boosts efficiency and ensures the appropriate access levels for everyone without extra effort.

Here are the main reasons why you should establish folder and file permissions.

Protect data from unauthorized access

According to the FBI Internet Crime Report, 55,851 personal data breach incidents were registered in the United States in 2023.Setting permissions safeguards personal information and other sensitive content from exposure to an unauthorized user or group, reducing the risk of data breaches.

As these incidents continue to increase, it’s crucial for businesses of any size to set clear permissions and limit access to documents and files that are vulnerable to theft and misuse.

Prevent accidental changes and data loss

Accidental changes or deletions can happen, and you minimize the risk of overwriting contracts and proposals by controlling who can edit certain documents. For instance, a sales team collaborating on a presentation might need to adjust file permissions so that only the manager can edit the final version, thus preventing accidental changes by other members.

Ensure compliance and data integrity

File share permissions help establish a secure framework for data access in your cloud environment, ensuring that only designated users can view or modify sensitive information. By implementing these controls, you demonstrate your commitment to data integrity and avoid hefty fines due to cloud compliance violations. Certain laws and standards mandate specific security practices, including access controls and file encryption.

Enable content collaboration

For collaboration to be successful, everyone who needs to access shared resources should be able to do so easily. Imagine how difficult it would be to approve a new marketing campaign film if you couldn’t share large video files with your coworkers. Without permission to view and leave comments, team members might struggle to provide feedback, leading to potential campaign delays.

How to manage folder and file permissions in the cloud

Managing folder and file permissions in the cloud differs from traditional, on-prem systems by offering centralized control, granular access settings, and secure collaboration tools. These measures let you reinforce protection against security threats by setting specific permissions and levels of access to your files and folders.

To safeguard your content, follow these six steps to manage file permissions in the cloud:

1. Understand the levels of permission control

The 2024 Thales Cloud Security Study indicates that, on average, 47% of data stored in the cloud is sensitive. To protect all your files, whether sensitive or not, you should give every team member the right level of access to sensitive files and directories. Advanced cloud platforms with granular access controls allow you to assign specific roles based on file permission levels.

Here are general examples of permission roles.

• Administrator:Has full control over advanced sharing permissions, being able to create, modify, download, delete, and send documents securely to others
• Manager: Can create, modify, and delete files within their specific department or project, but may have limited access to files in other areas
• Editor:Can modify and co-edit content but cannot create new files or delete existing ones
• Viewer:Can only view files and folders but cannot make any changes
• Guest: Has limited access to specific files or folders, often with restrictions on editing or downloading

When sharing files with clients, consider the level of collaboration you need. In most cases, guest or viewer permissions provide clients with the access they need without risking unintended changes or exposing sensitive data.

2. Set up file permissions for users

When setting up file share permissions, tailor access based on each person’s job role. Think about the principle of least privilege, granting users only the permissions they need to do their jobs.

For example, a marketing team might require editing rights for campaign briefs and specific shared folders, while members from other departments may need view-only access. This file management best practice speeds up projects, allowing teams to approve strategic documents while maintaining data integrity.

3. Adjust settings for link sharing

Adopting link sharing best practices can be a convenient way to collaborate and track file access, but it also comes with security risks if not managed properly. Take the time to manage permissions and control who can access shared files and what they can do with them.

Instead of creating a public link that anyone can access, consider generating links that require users to authenticate before they can view the files. Setting expiration dates for links is also a practice that limits access over time. These controls reduce the risk of unintentional data exposure.

4. Monitor access to shared files and folders

Regularly keeping an eye on access to shared files and folders helps spot potential security threats. Use your cloud provider’s audit trails and reporting tools to track who is accessing what files and when.

For instance, if you notice unusual access patterns to a large file hosted in the cloud, it’s worth investigating. Such behavior could indicate potential data breaches. By monitoring access logs closely, you can catch unauthorized attempts to access content early and take action before an incident happens, keeping your organization’s unstructured data safe.

5. Review and adjust file and folder permissions when needed

Reviewing and adjusting file and folder permissions is key to maintaining a secure cloud environment. As teams grow, projects evolve, or employees leave the company, access needs change.

Make it a practice to schedule periodic permissions reviews to ensure they are up to date. For example, if a team member moves to a different role, promptly adjust their access to prevent lingering permissions that could create security risks. A proactive security approach can help you stay ahead of emerging threats.

6. Protect your data beyond the file and folder default permissions

According to the 2024 Cisco Cybersecurity Readiness Index, 54% of organizations faced a cybersecurity incident in 2023, while 73% believe a similar disruption is likely within the next 12-24 months.

Cloud collaboration tools typically offer these types of advanced security features to protect sensitive information and quickly respond to threats.

• Encrypted document sharing: By encrypting your files before sending them to others, you ensure only users with the correct decryption key can access the content
• Password protection: This measure restricts access to files or folders by requiring users to enter a password, securing data from intruders
• Data leakage prevention (DLP): These tools monitor data usage patterns and block unauthorized actions such as copying, downloading, or sharing data outside of approved channels
• Document version control: This feature tracks content changes and allows users to revert to previous versions if necessary, preventing accidental data loss or corruption
• Multi-factor authentication (MFA): MFA requires users to provide multiple forms of identification — such as passwords, biometrics, or security tokens — to access their accounts, adding an extra layer of security to the cloud system

Explore our guide to enterprise file sharing and explore the benefits of secure solutions.

Collaborate securely withBox file sharing permissions

Every team or business can thrive through collaboration, and Box offers the easiest way to create, edit, and send files securely in the cloud. The Intelligent Content Cloud allows you to store, share, and manage your content from anywhere, using any device.

With Box, you can protect your sensitive information with granular access permissions, password controls, file encryption, strong user authentication, and other features that give you complete control over data security.

You can also connect Box with 1,500+ applications — from video conferencing and communication platforms to project management and CRM systems. This way, you simplify workflows, enhance productivity, and boost collaboration across your organization.

Contact us today and discover all you can do with advanced folder and file permissions.

While we maintain our steadfast commitment to offering products and services with best-in-class privacy, security, and compliance, the information provided in this blog post is not intended to constitute legal advice. We strongly encourage prospective and current customers to perform their own due diligence when assessing compliance with applicable laws.