Best Practices for ShieldFive

Passphrase Management

Creating Strong Passphrases:

• Use at least 12 characters (longer is better)
• Mix uppercase, lowercase, numbers, and symbols
• Use the built-in passphrase generator for maximum strength
• Avoid common words, phrases, or personal information
• Never reuse passphrases from other services

Storing Passphrases Safely:

• Use a reputable password manager (1Password, Bitwarden, etc.)
• Write passphrases down and store in a secure physical location
• Never email or text passphrases to yourself

• Store backup copies in multiple secure locations (home safe, bank deposit box)

Using the Vault Master Key

Recommended for most users:

• Set up a vault master key when you first start using ShieldFive

• Use the same strong passphrase for all your files
• Enables folder name decryption and file search
• Simplifies sharing - recipients only need one passphrase

When to use unique passphrases per file:

• Sharing files with different recipients who shouldn't access all your data
• Extra-sensitive files that need separate protection
• Files with different access requirements

File Organization

Folder Structure:

• Create folders before uploading to stay organized from the start
• Use descriptive folder names (they're encrypted anyway)
• Keep folder depth reasonable (5 levels maximum)
• Group related files together

File Naming:

• Use clear, descriptive file names
• Include dates in format YYYY-MM-DD for easy sorting
• Remember: file names are encrypted, so be descriptive

Secure Sharing

Always:

• Send share links and passphrases through different channels (link via email, passphrase via text)

• Set expiration dates on temporary shares
• Use download limits to prevent link reuse
• Add passphrase hints, but never include the actual passphrase

Never:

• Include passphrases in the share link URL
• Share links and passphrases in the same message
• Leave share links active longer than needed
• Use unlimited downloads for sensitive files

Upload and Download Efficiency

For best performance:

• Keep browser tab focused during encryption of large files
• Use a stable internet connection for uploads over 1 GB
• Close unnecessary browser tabs to free up memory

• Upload large batches during off-peak hours if you have a slow connection

• Consider compressing large folders into ZIP files before encrypting

Storage Quota Management

Stay within your limits:

• Regularly review and delete files you no longer need
• Use the Bin feature before permanent deletion (safety net)
• Empty the Bin regularly to reclaim storage space
• Monitor usage in Settings → Billing
• Upgrade your plan before hitting limits to avoid interruptions

Backup Strategy

ShieldFive is secure, but always have backups:

• Download important files periodically and store encrypted backups locally

• Keep a copy of all passphrases in a secure offline location

• Document your vault master key and store it with important documents

• Consider the 3-2-1 rule: 3 copies, 2 different media, 1 offsite

Account Security

Protect your ShieldFive account:

• Use a strong, unique password for your account
• Verify your email address immediately after signing up
• Sign out when using shared or public computers
• Keep your email account secure (it's used for password recovery)

• Review your account activity regularly in Settings

Privacy Best Practices

Maximize your privacy:

• Use a VPN when accessing ShieldFive on public Wi-Fi
• Sign out or close the tab when finished to clear your vault key from memory
• Don't share your screen while ShieldFive is open with decrypted files
• Use private/incognito browsing on shared computers

What to Avoid

Don't do these things:

• Never store passphrases in plaintext files on your computer
• Don't use simple or common passphrases
• Avoid uploading files you haven't encrypted through ShieldFive
• Don't share your account password with anyone
• Never trust browser "save password" features for critical passphrases
• Don't assume deleted files are immediately gone - empty the Bin

Emergency Preparedness

Prepare for the unexpected:

• Document instructions for trusted contacts to access critical files in emergencies

• Store master passphrase with will/estate documents
• Keep a printed list of what you've stored in ShieldFive
• Test recovery process occasionally to ensure you can access files