Stop Security Risks in PCB Design Collaboration with Encrypted File Sharing

PCB design teams rely heavily—increasingly, even—on collaboration through digital platforms to bring new products to market. Spread across different locations and often relying on remote work, these teams depend on tech solutions to share large files like schematics, Gerbers, and bills of materials (BOMs). However, this collaborative spirit comes with a sizable shadow: the ever-present threat of data breaches. And that shadow continues to grow, with expanding tech stacks widening a company’s attack surface.

Traditional file transfer methods, such as email and unsecured cloud storage, while convenient, leave sensitive design data vulnerable to file sharing security risks that include interception, theft, and unauthorized access. A single security lapse can have devastating consequences: intellectual property theft, a hallmark concern in the electronics industry, can cripple a company’s competitive advantage; data breaches can disrupt critical project timelines and cause costly delays and missed deadlines; and the financial repercussions, whether caused by legal battles, expensive data recovery efforts, or the erosion of customer, partner, and investor trust, can be equally severe for the bottom line. Beyond the security and financial implications, the use of insecure file-sharing tools undermines ITAR compliance and EAR compliance in regulated industries.

So, what’s the solution?

It’s simple to say yet difficult to implement. PCB design teams must prioritize data security and encryption in transit and at rest; encrypted file sharing tools establish a secure and impenetrable channel for siloed teams to share sensitive information. If a company adopts secure collaboration tools that support encrypted file sharing, it can safeguard its valuable data and improve team collaboration capabilities in a way that signals to partners a commitment to cyber and data security and complies with industry regulations.

Understanding File Sharing Security Risks

The threats to PCB design data stem from both internal and external sources. Some can be accidental, others entirely malicious.

Internal Threats

Human error is the norm. And, when it comes to data leaks, it is a surprisingly common one. Misdirected emails, inadvertent file sharing, and the misuse of public WiFi networks can all expose sensitive data.

Insider threats are equally common; pernicious insiders, whether disgruntled employees or those with ill intent, cannot be ignored by companies. Such insiders can intentionally steal or misuse confidential data for personal gain or to sabotage a competitor.

External Threats

The digital world is rife with cyber threats. Phishing attacks, malware infections, and ransomware are prominent examples that seek to exploit vulnerabilities and gain unauthorized access to sensitive data—often successfully.

The cloud, while convenient, is not without its risks. High-profile data breaches at major cloud providers have demonstrated that even seemingly secure platforms can be compromised.

Sensitive data transmitted over unsecured networks is like a postcard in a public square—anybody can read it and, if it’s interesting, walk off with it. It goes without saying that WiFi eavesdropping and other interception techniques can expose crucial design information to competitors or malicious actors.

Implementing Encrypted File Sharing

To begin, companies must consider the secure collaboration tools available for encrypted file transfers. There are many on the market, including those provided by household names like Google, Microsoft, and Apple, each of which offers enterprise support. Names aside, it’s the features of dedicated encrypted collaboration tools that matter; you need one that is purpose-built and offers a range of advanced features. Nice-to-haves include:

• High-grade encryption algorithms like AES-256, Rivest-Shamir-Adleman (RSA), and Elliptic Curve Cryptography (ECC) are used to safeguard data both in transit and at rest.
• Fine-grained permissions allow admin teams to control who can access specific files or folders. The most commonly used methods include role-based access control (RBAC), two-factor authentication (2FA), and IP whitelisting.
• Comprehensive audit logs provide detailed records of all file transfers so that administrators can track activity, identify potential breaches, and meet compliance requirements. When it comes to compliance specifically, consider providers whose platforms comply with industry standards like SOC2 and ISO 27001.
• Dedicated support teams that are ready to assist with implementation, troubleshooting, and ongoing maintenance.

Remember: adopting new encrypted collaboration tools can be challenging. Before attempting to execute, develop a clear implementation plan, provide comprehensive training to employees, and address potential integration issues proactively. Alternative approaches like virtual data rooms (VDR) and secure messaging platforms, which can offer additional security features and collaboration tools in centralized spaces, should also be explored.

Best Practices for Secure File Transfer

Implementation of suitable encrypted collaboration tools is the first step, not the only one. As is always the case, human capital must be trained, technological capital must be up-to-date and maintained, and both have to be rigorously tested. With that in mind, your PCB design team needs to adhere to the following best practices to guarantee and maintain the highest level of security: 

• Employee training: Regularly educate employees on security best practices and file sharing security risks, which includes phishing awareness training to help them recognize and avoid such scams; emphasis on the importance of strong password hygiene; the implementation of multi-factor authentication for enhanced security; and lessons on the proper handling of sensitive data, with the importance of discretion and secure data storage practices being a focal point. 
• Regular security audits: Conduct regular security audits to uncover issues with network configurations, outdated software with known security flaws, and misconfigured access controls. This should include penetration tests to simulate real-world attacks and find weaknesses in the security infrastructure and vulnerability scanning to help identify and address known vulnerabilities in software and hardware.
• Stay up-to-date: As simple or predictable as it may sound, “staying updated” remains one of the most important yet overlooked methods to reduce the risk of exploitation by cybercriminals substantially. Clicking “remind me later” on a notification regarding a new update is not the correct approach. Updates often include critical security fixes that address new vulnerabilities discovered by the service provider, so keep file transfer software, operating systems, and other relevant software updated with the latest security patches.
• Data Loss Prevention Solutions: Consider implementing DLP solutions. These tools can monitor activity and, if necessary, identify and block attempts to send sensitive data to unauthorized recipients, prevent the use of unapproved file-sharing services, and detect and alert suspicious data transfer activities.

Benefits of Secure Collaboration Tools

So, your company has integrated secure collaboration tools into its existing security tech stack. But what benefits will your team see?

Enhanced Data Security

The most immediate benefit is a significant enhancement in data security. Encrypted file transfers provide a solid shield against data breaches and reduce the risk of unauthorized access to sensitive design information. This protection safeguards valuable intellectual property, such as schematics, Gerber files, and BOMs, from falling into the wrong hands.

Improved Collaboration

Secure collaboration tools facilitate simple and efficient collaboration within teams and with external partners; they can now effortlessly share large files, making sure that everybody has access to and is working from the latest versions of design data. It’s an approach that leads to a streamlined workflow that accelerates project timelines and improves productivity across the board. 

Increased Trust and Confidence

By demonstrating a strong commitment to data security, companies build trust with clients, partners, and investors. Secure file-sharing practices reassure stakeholders that their sensitive data is handled with the utmost care and confidentiality. This increased trust can lead to stronger business relationships and more opportunities for future collaboration. 

Compliance with Regulations

Many industries, including the electronics sector, are subject to strict regulations regarding data security and privacy. Encrypted collaboration tools help ensure compliance with regulations, such as IPC standards, DFARS rules, and export control regulations.

This includes meeting the specific encryption requirements of ITAR compliance and EAR compliance, which govern the handling and sharing of sensitive technical data related to defense and dual-use technologies. Both ITAR and EAR require export-controlled technical data to be encrypted at rest and in transit using strong, standards-based encryption.

Ensuring adherence to these regulations reduces the risk of fines, legal penalties, and reputational damage.

Reduced Risk of Litigation

Data breaches can have severe legal and financial consequences. By implementing secure file transfer practices, companies can significantly reduce their risk of data breaches and associated legal and financial liabilities. This proactive approach can save companies a lot of time and resources and allow teams to focus on core business activities. 

Data security is no longer optional. It may have been, once upon a time. But now it is an imperative. For PCB design teams, safeguarding sensitive data is critical for maintaining a competitive edge, protecting valuable intellectual property, and ensuring the sound delivery of their projects. By embracing encrypted file transfers and implementing robust security measures, companies and their teams can create a secure and efficient data-sharing environment that fosters collaboration, mitigates risk, and drives innovation.

To learn more about secure collaboration solutions tailored to the unique needs of PCB design teams, explore Altium 365 today. The offerings include the Altium 365 Organizational Security Package, which provides advanced features like IP whitelisting, multi-factor authentication, and role-based access control to safeguard your sensitive design data. Reach out and chat with our experts for valuable insights, guidance, and support in implementing the most effective security measures for your company.