No matter how anti-tech you are, unless you’re Amish, you need to use the internet daily, whether to conduct your business, stay in touch with loved ones, or for educational purposes. The internet is a wonderful place full of information and possibilities but also It is a place where if you do not take the necessary precautions when sharing information, you could be putting yourself at risk.
It’s because of this that many online users are hesitant to send files because they don’t want their information to fall into the wrong hands. They worry about hackers stealing their valuable data or accessing their private messages.
Most of the easiest ways for cybercriminals to harm you can be eliminated with a few small changes to the way we operate, allowing us to carry out our work mostly uninterrupted.
To begin with, you should quit sending sensitive papers via email. In this post, we’ll outline the top online methods for sending confidential documents and information.
How to choose the right way to send documents online
You need to consider the purpose of your email: is it work-related, are you sending your legal documents, or is it schoolwork?
The main question in your head should be: “How much would it impact me if this document were to fall in the wrong hands?” So, you can make the decision of how much effort and money you want to invest in making sure that every message you send is safe.
For instance, sharing work-related data or documents related to your job requires greater care than sending a friend an email with a picture of your new puppy. Alternatively, if you run a small business, you probably spend the day sending emails to customers and vendors, so you will not want the information of these people or your workers to fall into the wrong hands.
But it may be that the importance of ensuring that the information you share is safe is not yet clear to you.
Why It’s Important to Send Documents Securely.
Document security is essential if you are a business owner (big or small) for maintaining client trust in your company as well as compliance with data protection laws. When managing or interacting with personal data across all communication channels, people need to have faith that you will protect their confidential, financial, and sensitive information.
The necessity for document security measures is not, however, solely motivated by the desire for credibility. As we just mentioned, there are more elements as well, such as:
- Lowering the risk of a data breach.
- The costs related to a data leak.
- The trust of your clients in your business.
- The reputation of your company.
So, what are your options to protect the information a file that you share online? There are some steps you can take to safeguard the documents you are sending, as well as services and software that can help to ensure that your files arrive safely.
The different ways of sending documents securely online
Add Password to Protect Your Attachment.
Share file with password can be a solution to send file over internet, adding a password to your attachment before sending is one of the simplest ways to ensure its security. We suggest giving each digital file or set of files, a password that only you and the recipient of your document know.
Without a password, it is impossible to read, alter, or delete the file or files.
Electronic Signature Software.
With electronic signatures, businesses and people can quickly sign digital papers from a computer or mobile device, producing a signature that is legally recognized. E-signatures, also known as electronic signatures, enables organizations to lower risks, conserve resources, and improve customer experiences.
These tools not only make it simple to add signatures, but they also guarantee the security of the papers. With electronic signature software, you can save time instead of taking a long time to individually sign each file. The paperwork is automatically protected!
Encrypt Your Email and Attachments.
Another way to make sure your email documents are secure is by encrypting them. Encryption is a step up from password protection in terms of security. It is a more sophisticated method of stopping data breaches.
End-to-end encryption is the next degree of security. Your emails are secured from point to point, so regardless of where they are delivered, they are safe.
This encryption method works by changing your files into a format that cannot be opened without a digital key. This file is then sent to the recipient. The encryption server verifies that you have given the recipient permission to access the attachment before allowing them to click on it. If they have the necessary decryption software, the intended recipient can then save and open the file. However, anyone attempting to intercept the file along the route will only be left with unintelligible data.
Content Collection Tool
For large files or sensitive data, you can use an upload portal where you or your clients can upload files and answer questions. All information is directly sent to cloud storage, dynamically organized in a way that makes sense to you.
File Request Pro is more user-friendly and cost-effective if all you want to do is gather client content in a single, organized location. Below we show some of the benefits of using file request pro:
The Benefits of Using a Secure Gathering Content Tool like File Request Pro.
Security.
Avoiding unsuccessful file transfers and data breaches is one of the finest methods for any business to protect its brand. Companies can use File Request Pro to safeguard their data through features like:
- Data encryption.
- Direct Delivery to the cloud or to the control panel.
- Single access to users with a link to upload documents.
- Set access password per user.
- Support of audit history and logs.
Additionally, you have the option to request that data be promptly removed from our systems after being uploaded to your cloud storage. If not, we have a 30-day policy.
Customization.
Users can choose the File Request Pro thanks to its simple setup, reasonable price, and convenience of modifying any of its forms in accordance with your company’s goals and brand.
Some of the amazing figures to customize the upload pages and forms:
- Form builder and drag and drop upload field.
- Conditional logic.
- Granular branding options.
- Embed option or standalone pages.
Compliance
This platform is a fantastic alternative when handling the client data for your business and you need to adhere to specific legal and regulatory regulations depending on the industry. The Payment Card Industry Data Security Standard (PCI DSS), the Health Insurance Portability and Accountability Act (HIPPA), Personal Information Protection and Electronic Documents Act (PIPEDA), and SOC-2.
File Request Pro system is highly flexible to suit security requirements by encrypting, monitoring the transfer, and storing critical data.
Scalability.
When your company is growing you will require new file-sharing modules and increased file transfer capacity. You can use File Request Pro solutions to keep up with your business expansion.
Without the need to install large data processors and with the assurance that this platform is compatible with multiple delivery systems, cloud storage, and CRMS.
Regular Updates.
You must be extra cautious when disclosing sensitive or essential information to third parties if your organization handles such data. That’s why you need to use systems that offer frequent upgrades to keep your and your client’s data safe from cyber criminals. To keep up with changing data security standards, File Request Pro is constantly updating its technology and security stack.
Tips On How to Securely Send Files.
We already know what measures must be taken to send a file securely online. But how do we do it when the document we are sending is too large and cannot be easily shared?
Cloud Storage Service.
One of the simplest and well know ways to share huge files is by using a cloud storage service like Google Drive, Dropbox, or OneDrive, to mention some of the best known.
Depending on which email service you use, most usually have a cloud storage service integrated, such as Google Drive for Gmail or OneDrive for Outlook.
The only problem with using a Cloud storage service is that if you are using it with a group of people let’s say to collaborate at work or maybe some clients who need to send you information there’s not an easy way to drag and drop files.
Even if you give your coworkers or clients an invitation to collaborate on your share online folder if they are not organized and take care to put everything in its place and to label each file in the correct way you will end up with a mess and you will lose valuable time searching for the exact document you need or organizing the folder.
Zip File Software.
If you have to share large files, you might consider using a free compression program like WinZIP or WinRAR. These programs are fantastic for saving space while guaranteeing the integrity of your data. Most operating systems can extract Zip files without additional software.
Compressed files are essentially files that include smaller versions of one or more files and thanks to the fact they are smaller, the files can be stored more compactly and transferred over the Internet more quickly.
However, one drawback of using this system is that it takes a very long time for the files to be compressed. As a result, the time you save by uploading the file to the internet is still lost during the compression process. In addition, you will probably need to install an application on your computer because online compression programs are not as secure, defeating the purpose of trying to share your file securely.
Virtual Private Network (VPN).
By now most people are aware of what a VPN is, but if you’re not one of them, it’s a service that routes your internet connection through a server to protect your data and provide you greater privacy while you’re online.
But VPNs are not only used to watch your favorite show or movie on different streaming platforms. These services can also keep your information secure. This is a fantastic alternative for enhancing security if you’re sharing private documents over a public Wi-Fi network. However, if you need to ensure high-quality delivery, large files may slow down your VPN connection.
The Solution is to Send Secure Documents.
While all the alternatives above can help you send files safely, some of them can be time-consuming or a little complicated if you are not tech-savvy. File Request Pro can help you send or collect files, as well as create custom online forms while protecting the integrity of your data and integrating with popular online storage services such as Google Drive or OneDrive. All from one place and using a simple and friendly application. Start sending files securely today with File Request Pro!
