USB drives are a convenient way to back up or share data, but this convenience comes with risks. They can provide a gateway for attackers to access sensitive information. Their portability means they can be used on multiple devices, taken offsite, or used personally, making it hard to track where they have been or who has accessed them. USBs can also carry infections from one device to another without your knowledge.
The risks of using USB drives
Malware
USB drives can easily be a vehicle for malware. Even seemingly harmless files, such as PDFs or Office documents, may contain hidden threats. By connecting an external device outside the approved installation process, USBs create an additional pathway for malicious software to infiltrate your system.
Data loss
Removable devices are often unencrypted and may lack authentication controls. If lost, there may be no way to restrict access or remotely wipe the data, putting confidential financial and personal information at risk.
Safer alternatives for sharing data
Cloud-based platforms
Platforms like Microsoft Teams or Google Drive allow secure access to live data, reducing the need for backups. Files are encrypted in transit, and permissions can be restricted so only specific recipients can view or download them. Always avoid sending sensitive files in a casual chat without controlling access.
Secure client portals: OneClick and DocSafe
Portals such as OneClick and DocSafe provide a protected online environment for exchanging documents and data. They offer:
- Encrypted file transfer and storage;
- Controlled access and permissions;
- Audit trails showing when files are uploaded, viewed, or downloaded; and
- Reduced reliance on email or physical devices.
Both OneClick and DocSafe are free to use for our clients – speak to your M+A Partners’ contact to get started.
Email (with safeguards)
Email should only be used when necessary. Best practices include encrypting files before sending and sharing passwords separately.
Key takeaways
- USB drives can pose serious security risks. Avoid plugging in unknown devices;
- While they may still be useful for internal or offline backups, they are not recommended for transferring sensitive accounting data;
- Always consider secure, encrypted digital solutions, minimising physical data transfers; and
- If USB use is unavoidable, follow a risk assessment process and provide clear guidance to users on security policies.
How M+A Partners can help
If you are unsure which data transfer method is best for your business, or need support setting up secure sharing using OneClick, DocSafe or cloud platforms, please contact your usual M+A Partners’ representative.