There are plenty of ways to send documents over the internet. The problem is that they’re not all secure methods. Email passwords and document privacy settings aren’t always enough.
In fact, email is a hacker’s favorite target. In just one year, email attacks on businesses increased nearly 500%. When it comes to business email accounts, finding a way in gains a hacker access to sensitive email conversations and data sent as attachments. It might be too late before you even realize a hacker has gained access to your account. The financial cost of an attack can be made up, but the damage to your company’s reputation will be harder to fix.
If you handle sensitive data, be it your own or that of your clients or business partners, here’s how to send documents securely over the internet.
How Are Documents Compromised?
A document can go from secure to compromised without warning, and in a matter of seconds. Hackers have a plethora of methods when it comes to attacking personal information and documents. Below are just a few ways hackers can gain access to your documents, even when you’ve taken security precautions.
In this type of attack, a hacker includes a virus in an email or download. If you fall for the bait, the virus is secretly installed in your computer, where it copies everything you type and sends it back to the hacker. When typing up a confidential proposal, you could be sending a copy of your document directly to a malicious third party.
Think of passwords as a fence around your home. It may deter unwanted guests but it’s not impenetrable. Hackers can learn your password through a data breach, but they can also figure it out with a little bit of detective work. Is your security question for your email password related to your mother’s maiden name or where you went to high school? Such answers can be easily tracked down with an internet search and provide access to your emails and any attached documents.
If you’re sending sensitive documents through an open wi-fi network, you’re allowing anyone else on the network to help themselves to your data. When learning how to share a file online, knowing to always work on a secured network is an important step.
What Makes a Document Secure?
How often do you lock your house? For most people, making sure their home is secure and locked up before they leave for the day is a habit, and a good one at that. Keeping your documents secure should be a habit as well. There are several requirements to embrace when making document security a habit.
Those dedicated to cyber security take the time to stay up on recent cyber security breakthroughs and news. By staying ahead of the curve, you’re more likely to make smart security decisions.
Locking up your home consistently for a year and then forgetting one day leaves you vulnerable to a break-in. In the same manner, securing one document and not the next leaves you vulnerable to a hacker. Treat every document with the same level of security measures.
Finally, develop a security protocol that you follow through with every document. This way, when an employee or assistant steps in, they’ll know the exact measures they need to take to meet your security standards.
How to Send Documents Securely Over the Internet
There are plenty of options when it comes to sending documents to colleagues, clients, or corporations. But one method offers advantages and security features that the others can’t. Client portals are part of secure file storage systems based in the cloud. By uploading files from your computer into a client portal, you’re putting several additional layers of protection between your company data and hackers. Here are some tips to sending documents through a secure client portal software provider (like Onehub).
Start by uploading your files to a secure file sharing service. The best services will encrypt your files during the transfer and once they’ve been uploaded. If your document was created on a secure network, you don’t have to worry about hackers gaining access during the transfer process. Your files are always protected.
Once your files have been uploaded, you can invite approved users to view the files within the client portal through email invitations or direct links. As the owner of the files, you can take advantage of additional security measures, like two-factor authentication and session timeouts. You can also view data logs to see who has accessed each file and what was completed during their session.
The main benefit of sending documents through a client portal compared to other file sending methods is the additional security. Protecting an email attached document with a password is like putting it in a cardboard box. But a document in a client portal is the equivalent of a bank vault.
Remember to remain consistent and vigilant when sending documents online. Depending on your industry, all it takes is one breach to compromise your reputation and future.
Some industries are more vulnerable than others when it comes to protecting documents. Be sure to check out our article on secure file sharing for accountants, especially if you work with financial information.
For more information on how to send documents securely over the internet, visit Onehub for a thorough demonstration of its security features.