A Pre-Send and Post-Receipt Checklist for File Sharing
Safe file sharing is not achieved simply by choosing an encrypted service. Real incidents happen in gaps such as selecting an old version, choosing the wrong recipient, failing to check the sharing expiry, or not knowing where the received file was saved. The order of checks below works with FS!QR and with other services.
Before Sending: State the File and Recipient in One Line
Before uploading, write the recipient, content, and deadline in one line, such as: “Ask the contact at Company A to review the June estimate by Friday.” Then open the file and check for personal information, internal notes, old versions, or unnecessary attachments. Do not judge by the filename alone; inspect the contents.
- Do the recipient's name and contact details match the latest request?
- Do the file version, date, and page count fit the purpose of sending it?
- Is the sharing period too long or too short for the recipient's work?
- Is this information required by a contract or internal rule to use a specified storage location?
While Sharing: Keep the URL and Password in Separate Places
FS!QR issues a URL and password for the sharing page. Consider sending the URL by email and the password through another channel, so that one message alone does not reveal both. This assumes you use contact details that confirm the recipient's identity. Splitting the channels is not the goal itself; it is a way to limit damage if a message is sent to the wrong person.
When displaying a QR code on a meeting-room screen, check that people outside the meeting cannot photograph it. For screen sharing in an online meeting, also consider recordings and who can attend. A URL posted on a public page or social media may already have been saved even if you delete it later.
Before Receipt: Add Guidance That Leaves No Doubt
Instead of writing only “Here is the link,” say what the file is, what to check, and when a reply is needed. If the recipient was not expecting the share, have them confirm with the sender through another channel before opening it. Since phishing can impersonate file-sharing services, check that the domain matches the request.
After Receipt: Check the Save Location and End Conditions
The sender's “sent” status alone does not show that the recipient successfully downloaded the file. For materials with a deadline, ask the recipient for a brief receipt confirmation. Check where the file was actually saved, such as the device's Downloads folder or photo app. When sharing is over, manually delete the share from the service if needed and decide how to handle copies and caches on devices.
Cases Where FS!QR Is Not the Right Choice
When you need audit logs, granular viewing permissions, long-term retention, strict identity verification, or an internal approval workflow, prioritize a dedicated system approved by your organization. FS!QR is a tool for making short-term handoffs easy. Do not assume the service specification meets your organization's requirements; check with the information owner before using it.