Secure Text Sharing: Best Practices for 2023

Introduction

Text sharing has become an essential part of our digital lives. From sharing code snippets with teammates to sending sensitive information to clients, we rely on text sharing services more than ever. However, this convenience comes with security risks that need to be properly managed.

According to a 2023 report by the Data Security Institute, over 67% of data breaches involve improperly shared text-based content. The same report found that implementing proper security measures could prevent up to 82% of these incidents. As cyber threats continue to evolve, so must our security practices.

This article outlines the most effective security practices for sharing text online in 2023, helping you protect sensitive information while maintaining convenience and usability.

End-to-End Encryption

End-to-end encryption (E2EE) is the foundation of secure text sharing. When a service offers E2EE, it means that your content is encrypted on your device before being transmitted, and can only be decrypted by the intended recipient.

Why It Matters

E2EE ensures that even if the transmission is intercepted or the service provider's servers are compromised, your content remains unreadable without the proper decryption keys. This adds a critical layer of security, especially for highly sensitive information.

Implementation Tips

• Use text sharing services that explicitly state they use end-to-end encryption
• Look for services that use modern encryption standards like AES-256
• Verify that the service provider does not store decryption keys on their servers
• Consider services that offer zero-knowledge architecture, where even the service provider cannot access your content

"End-to-end encryption is not a luxury—it's a necessity for sensitive text sharing in 2023."

Password Protection

Adding password protection to your shared text creates an additional security layer, ensuring only those with the password can access the content.

Password Best Practices

• Use strong, unique passwords for each piece of shared content
• Include a mix of uppercase letters, lowercase letters, numbers, and special characters
• Aim for passwords at least 12 characters long
• Avoid using easily guessable information (names, birthdays, common words)
• Consider using a password generator for maximum security

Sharing Passwords Securely

Never share the password in the same channel as the link to the content. Instead:

• Send the password via a different communication method (e.g., if you share the link via email, send the password via SMS)
• Use a secure messaging app with encryption for sharing passwords
• Consider using a password manager with secure sharing capabilities
• For verbal communication, use a pre-established code or reference

Setting Expiration Times

One of the most effective security measures is to set your shared content to expire after a specific period. This reduces the risk window and ensures that sensitive information isn't accessible indefinitely.

Recommended Expiration Strategies

• Highly sensitive information: 1-24 hours
• Business documents: 1-7 days
• General content: 7-30 days

Setting appropriate expiration times requires balancing security with practicality. Consider how long the recipient needs access and set the shortest reasonable timeframe.

A strategic approach is to notify recipients that the content will expire, encouraging them to review it promptly. Many services allow you to enable notification reminders as the expiration time approaches.

Self-Destructing Content

Self-destructing content refers to shared text that automatically deletes itself after being viewed a specified number of times. This is particularly useful for one-time sharing of highly sensitive information.

When to Use Self-Destruct Options

• Sharing login credentials (which should be changed after use)
• Providing one-time access codes
• Sharing confidential information that only needs to be viewed once
• Transmitting legal or medical information to a specific individual

The advantage of self-destructing content is that it ensures the information cannot be accessed multiple times or by unintended recipients who might gain access to a device later. Once viewed, the content is permanently deleted from the server.

IP Restrictions

For enhanced security, consider using IP restrictions to limit access to your shared content based on geographic location or specific IP addresses.

Implementation Strategies

• Organization-specific sharing: Restrict access to your company's IP range
• Country-level restrictions: Limit access to specific countries where your recipients are located
• Individual IP allowlisting: For the highest security, only allow specific pre-approved IP addresses

IP restrictions are particularly effective for internal document sharing within organizations or for content that should only be accessible within certain geographic boundaries due to regulatory requirements.

However, be aware of potential limitations—mobile users may have changing IP addresses, and VPNs can mask true locations. For these reasons, IP restrictions are most effective when combined with other security measures like password protection.

Secure Sharing Channels

The platform you choose for sharing text is just as important as the security features you enable. Consider these factors when selecting a secure text sharing service:

What to Look For

• HTTPS/TLS encryption for all connections
• Clear privacy policy with no data selling practices
• Transparent security practices and regular security audits
• Two-factor authentication support for account protection
• Compliance with relevant standards (GDPR, HIPAA, etc. depending on your needs)
• No requirement to create accounts for recipients

Remember that communication about the shared content should also be secured. Avoid discussing sensitive details about the shared text in unsecured channels like standard email or text messages.

Handling Sensitive Data

Some types of information require special handling due to their sensitivity or regulatory requirements:

Personal Identifiable Information (PII)

When sharing text containing names, addresses, social security numbers, or other PII:

• Always use encryption and password protection
• Set short expiration times (24 hours maximum)
• Consider redacting or masking portions of sensitive identifiers when possible
• Keep records of who accessed the information and when

Financial Data

For sharing financial information, account numbers, or payment details:

• Use services compliant with financial regulations in your jurisdiction
• Never share complete account numbers—mask all but the last 4 digits
• Enable notification alerts for when the content is accessed
• Use self-destruct options whenever possible

Intellectual Property

When sharing proprietary code, business plans, or other intellectual property:

• Include digital watermarks or identifiers when possible
• Use services that offer access logging and audit trails
• Consider requiring recipient authentication to access the content
• Include clear confidentiality notices within the shared text

Conclusion

Secure text sharing in 2023 requires a multi-layered approach. By combining end-to-end encryption, password protection, expiration times, IP restrictions, and careful selection of sharing platforms, you can significantly reduce the risk of unauthorized access or data breaches.

Remember that security is always a balance between protection and usability. The most secure systems in the world are ineffective if they're too cumbersome for people to use properly. Focus on implementing strong security measures that still provide a smooth experience for legitimate recipients.

As technology and threats continue to evolve, stay informed about emerging security practices and regularly reassess your text sharing security protocols. What worked yesterday may not be sufficient tomorrow.