{"id":4248,"date":"2019-02-07T14:19:59","date_gmt":"2019-02-07T22:19:59","guid":{"rendered":"https:\/\/www.onehub.com\/blog\/?p=4248"},"modified":"2019-02-07T14:20:00","modified_gmt":"2019-02-07T22:20:00","slug":"secure-file-sharing-for-accountants","status":"publish","type":"post","link":"https:\/\/www.onehub.com\/blog\/2019\/02\/07\/secure-file-sharing-for-accountants\/","title":{"rendered":"Guide: Secure File Sharing for Accountants"},"content":{"rendered":"\n<figure class=\"wp-block-image\"><img decoding=\"async\" loading=\"lazy\" width=\"1000\" height=\"667\" src=\"https:\/\/www.onehub.com\/blog\/wp-content\/uploads\/2019\/02\/shutterstock_1016837080.jpg\" alt=\"accountant-secure-file-sharing\" class=\"wp-image-4249\"\/><\/figure>\n\n\n\n<p>If you\u2019re an\u00a0accountant or work for an accounting firm, your main job is to help clients get their finances straight, right? You deal\u00a0with extremely important and confidential statements, tax records and personal information on a daily basis.\u00a0<\/p>\n\n\n\n<p>Secure file sharing for accountants\u00a0not only provides security and protection of\u00a0these\u00a0crucial documents<g class=\"gr_ gr_8 gr-alert gr_tiny gr_gramm gr_inline_cards gr_run_anim Grammar only-ins replaceWithoutSep\" id=\"8\" data-gr-id=\"8\">,<\/g> it also helps you maintain accountability, gives you precise permission control on certain files and makes working with and sharing files exponentially easier.\u00a0\u00a0<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Why Secure File Sharing Is a Must\u00a0<\/strong>\u00a0<\/h2>\n\n\n\n<p><a rel=\"noreferrer noopener\" href=\"https:\/\/www.onehub.com\/solutions\/secure-file-sharing\" target=\"_blank\">Secure file sharing<\/a>\u00a0is your gateway to effective accounting, not to mention, if you don\u2019t practice it, you could risk losing business. Your clients want an easy way to send you tax forms or financial records. Not only can secure file sharing facilitate this instantly, it ensures that their files are safe.\u00a0<\/p>\n\n\n\n<p>Without\u00a0a secure file sharing platform,\u00a0clients\u00a0may end up sending confidential documents\u00a0over\u00a0email or a public network which puts their information at a greater risk of getting placed in the wrong hands. It\u2019s\u00a0an\u00a0accountant\u2019s responsibility\u00a0to\u00a0practice\u00a0and promote\u00a0secure file sharing to protect\u00a0client privacy.\u00a0\u00a0<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What\u00a0Secure File Sharing for Accountants\u00a0Should Include\u00a0<\/strong>\u00a0<\/h2>\n\n\n\n<p>There are many levels of&nbsp;secure file sharing for accountants&nbsp;and different options you can utilize in order to run a business more effectively.&nbsp;At the very least, your secure file sharing service should provide:&nbsp;&nbsp;<\/p>\n\n\n\n<ul><li><strong>Secure\u00a0<\/strong><a rel=\"noreferrer noopener\" href=\"https:\/\/www.onehub.com\/\" target=\"_blank\"><strong>cloud storage<\/strong><\/a><strong>.\u00a0<\/strong>Seems like a no brainer, but make sure you have enough space within your cloud storage and that the space\u00a0you have\u00a0can only be accessed by you, your team and the client.\u00a0\u00a0<\/li><li><strong>Ease of use.\u00a0<\/strong>Make sure your secure file sharing service has a\u00a0user-friendly\u00a0interface, aka \u2013 it must be easy to navigate to the average user (in this case, your client). When your client can drag and drop the right files into a platform instantly and easily, it makes their experience working with you that much better. Plus, it makes your job collecting or gathering their financials more streamlined and efficient.\u00a0\u00a0<\/li><li><strong>Accountability.\u00a0<\/strong>Your secure file sharing service should hold you\u00a0and\u00a0its\u00a0users\u00a0accountable\u00a0(excuse the pun).\u00a0At\u00a0Onehub\u00a0we have advanced\u00a0activity\u00a0tracking that\u00a0tracks every event that happens in your Workspace, including individual file sharing.\u00a0\u00a0<\/li><li><strong>Precise permission control.\u00a0<\/strong>This means you have the ability to grant precise permissions and access to certain documents to the right people. Granular permission control adds an additional level of security to the protected documents being shared.\u00a0\u00a0<\/li><li><strong>Straightforward pricing.&nbsp;<\/strong>You\u2019re in the business of balancing the books and making sure the price is right. The last thing you need to add to your workload is&nbsp;dealing with vague pricing on secure file sharing services&nbsp;for accountants. Look to a provider that\u2019s upfront about how much a service cost and make sure there aren\u2019t any hidden fees for&nbsp;adding additional storage and other features.&nbsp;&nbsp;&nbsp;<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Best Practices:\u00a0Secure File Sharing for Accountants\u00a0<\/strong>\u00a0<\/h2>\n\n\n\n<p>Understanding what secure file sharing is, is one thing, but properly executing the practice so that it reaches its full potential is another.&nbsp;If you are an accountant&nbsp;using a secure file sharing tool or service, take the following steps to ensure maximum security.&nbsp;&nbsp;&nbsp;<\/p>\n\n\n\n<ol><li><strong>Give the Right Permission to the Right Parties:&nbsp;<\/strong>Whenever you upload various folders, NDAs and documents to a secure file sharing data room or in a cloud storage space, be cognizant of who you give permission to access the files.&nbsp;Onehub\u2019s&nbsp;services let you place granular permissions on the documents that are being shared.&nbsp;Additionally, you gain more control when sharing. For example, instead of sharing an entire folder, you can choose to share just a single file.&nbsp;You can also give precise permission to who can download or print a file.&nbsp;&nbsp;<\/li><li><strong>Monitor Activity<\/strong><strong>:&nbsp;<\/strong>To practice extra&nbsp;secure file sharing for accountants, opt for a&nbsp;<a href=\"https:\/\/www.onehub.com\/solutions\/virtual-data-room\" target=\"_blank\" rel=\"noreferrer noopener\">virtual data room<\/a>&nbsp;service.&nbsp;Oneub&nbsp;helps you&nbsp;stay on top of your job&nbsp;giving you the ability to&nbsp;continually&nbsp;monitor&nbsp;activity happening within the file sharing platform. You\u2019ll be able to see when someone has opened a file or&nbsp;created&nbsp;another&nbsp;version for you to review. This&nbsp;paves the way to&nbsp;a smoother workflow that&nbsp;moves&nbsp;along a&nbsp;process or a job&nbsp;in the right direction.&nbsp;&nbsp;<\/li><li><strong>Centralize Your&nbsp;<\/strong><strong>Communication:&nbsp;<\/strong>Onehub\u2019s&nbsp;secure file sharing service offers a messaging function and message board feature\u2014use it to your advantage. You can communicate with both clients and colleagues to ensure everyone is on the right page and working towards the same goals.&nbsp;&nbsp;<\/li><li><strong>Create NDAs and Watermark Documents:&nbsp;<\/strong>One advantage of using&nbsp;Onehub\u2019s&nbsp;virtual data room service is gaining the ability to create or upload NDAs right within the portal. This allows you to conveniently share confidential contracts securely.&nbsp;To add, you can place a watermark on a file that has been shared. Adding a watermark that states a person\u2019s email or IP address lets you easily and quickly identify whose documents you\u2019re reviewing.&nbsp;<\/li><li><strong>Create a Client Portal<\/strong><strong>:&nbsp;<\/strong>Being able to store common documents such as contracts and guidelines in one place can streamline business operations for accountants with a lot of clients.&nbsp;By creating a client portal, accountants can make workspaces for each individual client. You can manage multiple client portals in one virtual data room. This works to unify communications and file sharing across all clientele in one place. Client portals help you stay organized and makes operations more efficient.&nbsp;&nbsp;<\/li><\/ol>\n\n\n\n<p>With so many forms, files, contracts, accounts and disclosures that accounting entails, securely sharing these documents is crucial to the business. By understanding what\u00a0<a href=\"https:\/\/www.onehub.com\/try\/online-file-sharing\">online\u00a0file sharing<\/a>\u00a0platforms and services are\u00a0available\u00a0and how you can use\u00a0their different features, you can promise security to your client and your company and\u00a0also run a better organization. Optimizing and streamlining processes can lead to a more organized way of going about all sorts of accounting tasks.\u00a0\u00a0<\/p>\n\n\n\n<p>Check&nbsp;out the specific services&nbsp;Onehub&nbsp;can provide when it comes to&nbsp;<a href=\"https:\/\/www.onehub.com\/solutions\/accounting-data-room\" target=\"_blank\" rel=\"noreferrer noopener\">secure file sharing&nbsp;for accountants<\/a>&nbsp;and beyond.&nbsp;&nbsp;&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you\u2019re an\u00a0accountant or work for an accounting firm, your main job is to help clients get their finances straight, right? You deal\u00a0with extremely important and confidential statements, tax records and personal information on a daily basis.\u00a0 Secure file sharing [&hellip;]<\/p>\n","protected":false},"author":17,"featured_media":4249,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_themeisle_gutenberg_block_has_review":false},"categories":[1],"tags":[],"_links":{"self":[{"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/posts\/4248"}],"collection":[{"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/users\/17"}],"replies":[{"embeddable":true,"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/comments?post=4248"}],"version-history":[{"count":0,"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/posts\/4248\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/media\/4249"}],"wp:attachment":[{"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/media?parent=4248"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/categories?post=4248"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.onehub.com\/blog\/wp-json\/wp\/v2\/tags?post=4248"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}