Most Secure Way to Send Confidential Documents

What do you do if you need to email sensitive information? “These are legal documents. There are price agreements, terms and private information – so tight but flexible security is very important to us. We like the fact that DocuSign has several levels of security that we can choose from depending on the needs of the business process. The 5 most common (and most likely malicious) attachment types are .doc, .pdf, .xls, .zip, and .7z. There are many different methods to send your emails and personal information safely. We will look at the most important ones. Of course, sending data to the wrong people isn`t the only problem. Security and data protection are also a major concern. If you want to transfer sensitive documents safely, another useful option is to use a file sharing service. Various providers provide encrypted transmissions for this purpose.

Dropbox, for example, is a handy solution for setting up a shared folder for both internal and external recipients. With a traditional fax machine, the risk of cybercriminals gaining access to it is minimal. However, traditional fax machines have other limitations and risks. At first, you are at the mercy of the device. For most offices, this means that obsolete fax machines break down, requiring costly and time-consuming repairs. There are really three ways to make sure you send documents securely via email: But what if you accidentally send the email to the wrong email address? Verizon`s 2021 DBIR report shows that poor delivery (i.e. sending emails to the wrong recipients) is the second most common error issue in government-related data breaches. Or, even worse, what happens if a hacker intercepts the email in transit and the sensitive information in the attached document is stolen? We answer the burning question we know you want an answer to: “How can I email documents safely?” So what is the safest way to send documents via the Internet or e-mail? The safest way to send documents, in addition to delivering them in person, is to encrypt them, share the encrypted version and have them decrypted by the recipient on their own computer with a password. Goodbye to unsecured emails! Hello, secure communication. Enabling encryption with S/MIME typically involves the use of an email signing certificate or an S/MIME digital certificate and cryptographic key. One key (the recipient`s public key) encrypts the message, while the other (the recipient`s corresponding private key) decrypts it.

What about sensitive internal documents? As a professional communicator, you have documents that you need to prepare for internal communication regarding: Sending documents securely via email is important because of potential cyber threats such as hackers. Data security is a major concern; Companies need to ensure that their contracts, payroll, and customer information are secure. eFax provides an encrypted and secure online fax service for business and personal use. You no longer have to worry about uploading your confidential documents to a cloud where they could be exposed to cyberattacks, or leaving your documents sent somewhere on an unsecured fax machine in an office. These tools not only facilitate the addition of signatures, but also ensure the security of documents. Instead of spending countless minutes backing up each file individually, e-signature software can save you time. Documents are saved automatically. Sharing confidential files online is something that happens every day. While this is common practice, it`s still important to make sure your documents are shared securely. Depending on the type of information you share, this puts your customers` or patients` data at risk, increases the risk of identity theft, and even more so if it falls into the wrong hands.

Step 9.Click “Done” Then, the documents in the file are now encrypted. You can now upload folders to a cloud drive such as Google Drive, iCloud Drive, or Dropbox. After downloading, use the player tools to share the file. Once you`re done, you can attach your document to the email and send it to the intended recipient. Don`t forget to send the password of the encrypted file in a separate email! However, not all file transfer media that use barcodes are secure. For a secure option, we recommend Waspbarcode. This service, although it is primarily a tracking and monitoring device, ensures the security of files sent through its medium and also uses top-notch encryption. Let`s not forget that sending unprotected files containing sensitive information via email also violates many regional and industry-specific privacy regulations, including: Email is universally used. It is deeply rooted in the workplace of every human being. However, email is notoriously vulnerable to the dangers of an increasing number of cyberattacks and malware. Email phishing attacks have been more successful during the COVID-19 pandemic. Also, employee distractions cause people to email the wrong address.

Senders are known to accidentally include “reply all” in their email, which can lead to various consequences. This article has covered four methods you can use to make sure the documents you email are safe (from scanning to emailing). These policies keep important business data secret. In terms of Microsoft Word documents, password protection for Windows is different from Mac. With that in mind, let`s take a look at the two operating systems below: The first method was very complex and can be quite confusing. A much simpler solution is to use electronic signature software. These are applications that allow you to digitally sign, send, and receive documents, contracts, and agreements online. Signaturely is an electronic signature solution that allows you to electronically sign documents online. You can create your digital signature – typed or drawn – and add it to easy-to-download documents.

You can then send these documents to other contractual partners. The first way to email sensitive information is to delete terribly insecure Gmail, YahooMail!, Outlook or Apple Mail and replace them with a more secure encrypted online email service. Using an encrypted email service is a very secure way to send and receive documents over the Internet, but it has one flaw. All you have to do is send the password securely to the recipient so they know how to open it. Email alone is not secure. However, you now know that there are ways to protect your confidential information. Some are easy to implement, others are a bit more complicated (but more secure). It`s up to you to choose the one you feel most comfortable with. If you have access to Microsoft Office applications such as PowerPoint, Word, or Excel, you can save documents as PDFs. You can also easily password protect files.

Instead, your files and documents are protected by your account password. In this article, you will learn how to send documents via email safely. We`ve outlined four strategies you can use. These include: The selected document is now encrypted. To access this file, you must use Windows credentials. You can attach the encrypted document to the email and send it securely. Companies need to ensure that their data is protected from cyberattacks and data breaches. Documents such as customer information, payroll, and contracts should be kept away from the outside, from prying eyes. In addition to reducing the risk of cybercriminals gaining access to your documents, the best secure online file sharing services also make it easier to make your documents reach the right recipients.

You can store frequently used email addresses or fax numbers in your online fax account. For example, if you frequently send signed documents to your lawyer, you can register their fax number and make sending documents fast, easy, and error-proof in the future. Excel spreadsheets are a popular file type used by virtually every business. They usually contain important data such as financial information or customer information. It is important that you make sure that these files are safe. Here`s how to password protect an Excel spreadsheet for Windows and Mac: With Signaturely, your data is safe, whether you`re using a computer or sending and signing documents from an iPhone. The app has robust firewalls to ensure that no security breaches occur. Your valuable information is hosted in Amazon-managed data centers. The platform also uses 256-bit encryption as another additional security measure.

Dropbox, although mainly used as a storage medium, is also very good for sharing files and data. To protect a file or data sent, Dropbox uses SSL/TLS for its file transfers. It creates a secure tunnel protected by 128-bit AES encryption security or later. Dropbox file data is stored in fragmented, almost unrecognizable and heavily encrypted file blocks with 256-bit AES encryption. In 2014, a Goldman Sachs contractor accidentally sent an email to the wrong user with a highly confidential report containing sensitive client information. They entered an email address that ended in .gmail.com instead of sending it to an address with .gs.com (which refers to an email address from the Goldman Saschs Group). Can you imagine the impact of such a mistake? This ended in a lawsuit and, as a result, the American bank lost a fortune. All because of a single email accidentally sent to the wrong email address! A WeTransfer Pro account costs $12 per month, but adds a few useful features: you can set your own expiration times, password protect the download link, and transfer up to 20GB of files at a time, instead of the 2GB limit faced by free users.