Be smart about security when sharing files with others via email, CDs, memory storage devices or peer-to-peer sharing systems.

The Internet, email and devices for transporting files such as CDs and memory sticks have made it easy to share files with colleagues and friends. It is now a common thing to do. But you need to have your security software activated (firewall, anti-virus and anti-spyware) when sharing files because some files may contain viruses and spyware.

Another form of swapping files is called 'file-sharing'. This term refers to a system that allows a person to make specific files on their computer available to anyone, anywhere on the Internet, who has the same file-sharing software. This software allows its network of users to see and download files from the computers of all the network members who are online at the same time.

File-sharing has received a lot of publicity because it is widely used for sharing files such as music or computer software. Be careful. The sharing of some files may contravene copyright laws.

What you can do about it

The following recommendations assume you have:

Receiving files via email

  1. Never open an attachment from a source you don’t know or are unsure about.
  2. If you are comfortable about the source of the file, scan the file BEFORE opening it using your anti-virus and anti-spyware software. You might know the person who sent it but they may not know that the file they are sending you contains a virus or spyware.
  3. It is highly recommended that you have your anti-virus and anti-spyware software set to scan every incoming email and attachment automatically.

Receiving files via portable storage devices

Portable storage devices could be a CD, DVD, memory stick, or 3.5" disk.

  1. Never connect or insert a storage device into your computer or open any files on it, if you are unsure of its origin or owner.
  2. If you are comfortable about the source of the device, scan it BEFORE you open any file using your anti-virus and anti-spyware software. You might know the person who gave you the storage device but they may not know that the file on it that they are sharing with you contains a virus or spyware.

Sending files via email

  1. Make sure you scan every outgoing email and attachment using your anti-virus and anti- spyware software. This is easily done by turning this feature on permanently to scan automatically whenever you send an email.

Sending files via portable storage devices

  1. Once the file is saved to the portable device, scan the whole device using your anti-virus and anti-spyware software.

Participating in peer to peer file-sharing networks

  1. Stop and think before downloading files through these networks. Don't download files from sources that appear suspect or that you are unsure of.
  2. Only join music and movie file-sharing services where you can stream, download or purchase digital files with the copyright owners' permission. It is important that you keep your file-sharing legal. Downloading copyrighted music, movies and software using peer-to-peer file-sharing programs without the copyright owner's permission could have serious legal implications.
  3. Ensure the peer-to-peer file-sharing network can only access the files on your computer that you want accessed.
  4. Parents should be aware that peer to peer file-sharing networks may contain inappropriate audio and video clips. Therefore parents should monitor their children’s access to and use of such networks.
  5. Users of peer-to-peer file-sharing software should also be aware that they may not be anonymous while participating in these networks.

Consider using a dedicated computer for file-sharing

Due to the considerably raised security risks associated with participating in peer to peer file-sharing networks, you may wish to consider dedicating a computer solely to file-sharing activities. In this case you should:

  1. Only use this computer for file sharing, and only have files on it that you are prepared for others on the Internet to see;
  2. Ensure that all the security software and measures mentioned in this website are installed, activated and kept up-to-date, e.g. anti-virus, anti-spyware and firewalls;
  3. Always disconnect this computer from the Internet once you have finished file sharing;
  4. Never have this computer connected to other computers in your home or office when sharing files on the peer to peer file-sharing network; and
  5. Always scan files downloaded and stored on the dedicated computer before transferring them to other computers in your home or office.