Introduction: Small mistakes, big consequences

Even security-conscious professionals make critical errors when sharing sensitive information. A single lapse—sending a password through Slack, emailing API keys, or reusing sharing links—can expose your organization to data breaches, compliance violations, and financial losses.

Let's explore the most common mistakes and, more importantly, how to avoid them.

Mistake #1: Using email for password sharing

Why it's dangerous

Email was never designed for secure communication. When you share a password via email:

• The message passes through multiple servers (SMTP relays, spam filters, backup systems)
• It remains searchable in both sender and recipient mailboxes indefinitely
• Email providers can access message content for advertising and data mining
• Forwarding creates additional copies beyond your control

The fix

Use dedicated secret-sharing tools with automatic expiration. If you absolutely must use email, at least:

• Encrypt the message with PGP or S/MIME
• Send the decryption key through a separate channel
• Request confirmation of receipt and deletion

Mistake #2: Reusing sharing links

Why it's dangerous

Creating one link and sending it to multiple people creates numerous security issues:

• You can't track who accessed the secret and when
• If one recipient's device is compromised, all recipients are exposed
• Revoking access becomes impossible once the link is shared
• You lose accountability for who knows the information

The fix

Generate a unique link for each recipient. Modern secret-sharing tools make this effortless, and the added security is worth the minor inconvenience.

Mistake #3: Ignoring link expiration settings

Why it's dangerous

Leaving secrets accessible indefinitely multiplies your risk:

• Forgotten links become permanent attack vectors
• Recipients might bookmark and reuse links, defeating the purpose of secure sharing
• Long expiration times increase the likelihood of link interception

The fix

Set aggressive expiration policies:

• Use single-access links that self-destruct after viewing
• Configure maximum lifespans of 24 hours or less
• For extremely sensitive data, require access within minutes, not hours

Mistake #4: Sharing secrets and access methods together

Why it's dangerous

Sending both the secret link and passphrase through the same channel defeats encryption:

• If the channel is compromised, the attacker has everything needed for access
• Screenshot sharing in messaging apps captures both elements in one image
• Email forwarding propagates both pieces together

The fix

Practice multi-channel authentication:

• Send the link via email, the passphrase via SMS or phone call
• For critical secrets, verify the recipient's identity before sharing access details
• Document which channels to use for different security levels

Mistake #5: Storing secrets in plain text files

Why it's dangerous

Even when not actively sharing, storing secrets insecurely creates vulnerabilities:

• Plain text files in cloud storage are accessible to the provider and potential attackers
• Version control systems like Git preserve historical versions forever
• Backup systems create additional copies across multiple locations
• Search features make secrets discoverable by anyone with file access

The fix

Use proper secrets management:

• Employ password managers with encrypted vaults
• Use environment variables for application secrets
• Implement dedicated secrets management services for production systems
• Never commit secrets to version control

Mistake #6: Neglecting to verify recipient identity

Why it's dangerous

Assuming you're communicating with the right person enables social engineering attacks:

• Attackers impersonate colleagues through compromised accounts
• Similar-looking email addresses fool even careful readers
• Chat platform profile pictures can be copied

The fix

Verify before you share:

• Confirm through a secondary channel (phone call, video chat)
• Use pre-established verification codes or security questions
• Check for unusual requests or urgent language that pressures quick action
• When in doubt, delay sharing until you can verify identity

Mistake #7: Forgetting about screen sharing

Why it's dangerous

Even with perfect technical security, human factors create vulnerabilities:

• Video meetings with screen sharing expose secrets to all participants
• Recording features capture secrets for later review
• Third-party screen capture tools run silently in the background

The fix

Adopt screen sharing hygiene:

• Pause screen sharing before accessing sensitive information
• Use privacy screens on monitors when working in public
• Disable automatic recording in meeting tools
• Clear your clipboard and close sensitive tabs before sharing screens

Mistake #8: Using weak or predictable passphrases

Why it's dangerous

Optional encryption becomes worthless with weak passphrases:

• Simple passwords are vulnerable to brute force attacks
• Reused passphrases from other services are already compromised
• Predictable patterns (like "password123") defeat encryption instantly

The fix

Generate strong, unique passphrases:

• Use password managers to create random, complex passphrases
• Employ passphrases with at least 16 characters mixing cases, numbers, and symbols
• Never reuse passphrases across different secrets
• Consider using dice-ware methods for memorable yet secure phrases

Mistake #9: Failing to notify recipients about sensitive shares

Why it's dangerous

Without notification, recipients might:

• Miss the message entirely, leaving secrets exposed longer
• Not recognize legitimate sharing attempts, leading to ignored messages
• Fall for phishing attempts mimicking your sharing pattern

The fix

Establish clear communication protocols:

• Alert recipients before sending sensitive links
• Use consistent, recognizable sharing patterns
• Confirm receipt and successful access
• Educate recipients about your security practices

Mistake #10: Not having a incident response plan

Why it's dangerous

When mistakes happen (and they will), unpreparedness amplifies damage:

• Delayed response gives attackers more time
• Unclear responsibilities lead to inaction
• Missing audit logs prevent understanding what was compromised

The fix

Prepare for incidents:

• Document procedures for when secrets are accidentally exposed
• Establish clear escalation paths and responsible parties
• Maintain audit logs of all secret sharing activities
• Practice incident response through regular drills

Conclusion: Build security into your workflow

These mistakes aren't character flaws—they're gaps in tools and training. By recognizing common pitfalls and implementing systematic safeguards, you transform secure sharing from a occasional concern into an effortless habit.

Remember: security isn't about perfection; it's about making the right choice easy and the wrong choice difficult. Choose tools and practices that work with your workflow, not against it.