While technology is becoming increasingly available, data stealing and hacking cases have become a significant concern for many individuals and organizations. Many organizations spend thousands and millions of dollars training their staff to protect themselves against data theft and phishing.
Most people fall prey to data theft and phishing when clicking unsuspecting links. These are common when people try to convert one file type to another or find ways of sending PDF as fax for free.
Staying vigilant and mindful while sending important documents online has become immensely important today. However, it can get confusing on which steps to take for safety, considering plenty of advice is available on the internet already. This guide lays out everything you need to know to securely send documents over the Internet.
Why is sending documents securely so important?
The most important reason why it is important to take precautions while sending documents over the internet is to keep the information within the documents safe. This information can include sensitive data, billing information, vendor information, or even contracts in which the business is invested.
Breaching of such sensitive data can pose security and financial risks to the organization. Moreover, if such crucial information gets into the wrong hands, it can cost an organization its reputation and sales. Having data safety methods in place ensures peace of mind for your clients. It also maintains transparency with your customer base.
Here are five benefits of sending documents securely
- It makes files more easily accessible as all documents are stored in one location.
- Ensures that important data is being kept confidential while being sent or when it is being stored.
- It also allows organizations to introduce and implement a professional code of conduct that can be followed company-wide.
- It presents opportunities for organizations to move from traditional formats of data sharing to advanced & more secure ways of sharing data.
- It ensures all your confidential data is secured, and you can track the source of potential data risks. Through these practices, your organization can implement improved and enhanced safety measures.
4 Best Practices To Protect Your Data When Sharing It Online
- Do not rely on sending standard emails: While sending your important documents over email may seem practical and safe, current hacking methods can make your information vulnerable. Email is a popular and convenient way of sharing files and documents. However, the level of safety it can offer is limited.Instead of relying only on emails for file sharing, consider investing in a platform meant for a safe and convenient way of sharing data. These platforms offer complete data protection and encryption. Only people with permission and authority can access these documents. Additionally, these systems can be implemented company-wide, allowing hierarchical access.
- Encrypt your data before sending it: Data encryption is an effective way to secure your data when sending it over email or cross-platform. The encryption key protects the document from others without authority to access the document.However, ensuring you send the encryption key over the mail is not advised. Instead, consider sending it over a secure platform or through an SMS. This ensures the documents are available only when the person is ready to review the file.
- Avoid sending confidential data over email: While email providers offer security protocols. It is still recommended not to send confidential and private information over emails as there is always a chance for security breaches. This is especially important for HR, finance, and sales departments.Moreover, sending important documents and information over email opens room for human error (misspelling email addresses, not attaching documents, etc.). Instead, consider uploading confidential information over a secure server platform and share an encrypted link for document access.
- Always password-protect your documents: It is practical for some businesses to invest in an information security platform- especially small businesses working on a limited budget. However, this should not be a reason for compromising the safety of vital information.Many free and trustworthy platforms offer the convenience of password-protecting your documents. Google Drive is an example of a trustworthy and free data-sharing platform. Be sure to explore options before making a decision.
Parting words
Data sharing in recent years has become a standard, everyday practice. However, if you are cautious, hackers can steal your data and use it for the proper purposes. Be sure to prioritize data protection at all times.
