A Security Guide to Sharing Confidential Data While Working Remotely

Remote work is now the norm for millions of professionals. While working outside the office increases flexibility, it also exposes confidential information to significantly greater risks. Employees process tasks on cafe Wi-Fi, access company files from personal devices, and accidentally expose sensitive data during screen shares.

This guide covers the most common security threats in remote work and provides concrete methods for sharing confidential information safely.

Key Security Threats in Remote Work

Public Wi-Fi Risks

Public Wi-Fi at cafes, airports, and hotels is often unencrypted. Attackers on the same network can intercept data in transit through man-in-the-middle (MITM) attacks.

Shared Device Problems

Sharing a device with family members at home or using a public computer for work can expose login credentials and files to other users.

Screen Sharing Accidents

During video calls, leaving screen share active while switching windows can accidentally reveal password managers, emails, or message notifications to all participants.

Unsecured File Transfers

Sending work files through unencrypted email or personal messaging apps creates interception risks during transmission and exposure risks if a device is lost.

Security Checklist for Remote Workers

Item	Description	Priority
Use a VPN	Always connect through VPN on public networks	Essential
Device encryption	Enable full disk encryption on laptops and phones	Essential
Two-factor auth	Set up 2FA on all work accounts	Essential
Screen lock	Configure auto-lock when away (1 minute)	High
Secure file sharing	Transfer files through encrypted methods	High
Password rotation	Change key account passwords every 90 days	Medium
Backups	Regular encrypted backups of work files	Medium

3 Ways to Share Confidential Information Safely

1. Password-Protected Memos -- For Credentials

When you need to share server access details, API keys, or admin passwords with teammates, sending them through chat apps is risky. A password-protected memo ensures that only someone who knows the password can read the content, and setting an expiration time means the information automatically disappears after a defined period.

Example scenarios:

• Onboarding a new hire with initial account credentials (24-hour expiry)
• Sharing temporary access details with an external contractor (3-hour expiry)
• Distributing updated team passwords (7-day expiry)

2. Encrypted Chat -- For Sensitive Discussions

Holding confidential project discussions or HR conversations in regular messaging apps leaves a permanent chat record. End-to-end encrypted chat rooms ensure that even the server cannot read the content, and access can be revoked once the discussion is complete.

Example scenarios:

• Confidential M&A discussions
• Salary negotiations or HR communications
• Security incident response coordination

3. Time-Limited Links -- For Document Sharing

Sharing cloud links directly for confidential documents risks link leakage. Protected links with passwords and expiration times allow access only for the required period.

Example scenarios:

• Quarterly financial reports (7-day expiry)
• Customer data analysis results (24-hour expiry)
• Legal review documents (3-day expiry)

Building a Team Security Policy

If your team works remotely, document and share the following security policies.

Essential Policies

• Confidentiality classification -- Clearly define what information is confidential
• Approved sharing tools -- List the tools permitted for file and information sharing
• Password policy -- Minimum length, complexity requirements, rotation schedule
• Incident response procedure -- Reporting and response steps when a breach is suspected

Recommended Policies

• Monthly security awareness training
• Quarterly access rights review
• Immediate access revocation for departing employees
• Remote wipe policy for lost devices

Using LOCK.PUB as a Remote Team Security Tool

LOCK.PUB provides tools that help remote teams share confidential information securely.

• Password-protected memos: Safely deliver account credentials and API keys with expiration times
• Encrypted chat: Protect sensitive discussions with end-to-end encryption
• Protected links: Shield confidential document URLs with passwords and expiration
• Access analytics: Track who accessed information and when

No software installation is required -- everything works directly in the web browser, making it ideal for remote workers operating across different devices and environments.

Get Started Now

Enjoy the convenience of remote work without compromising on information security. Password-protected memos let you share sensitive information safely, with automatic access revocation after the expiration period.

Create your first secret memo on LOCK.PUB today.

Create a Secret Memo