The document transmission methods are sensitive to financial information. You expose your data to interception, theft, or document tampering via email or other unsecured channels. Hackers and cybercriminals are always looking for vulnerable targets, and financial documents are a prime target. Moreover, even if you trust the recipient of your documents, there’s no guarantee that their device or network is secure. Malware, viruses, and threats compromise the integrity of your data once it leaves your hands. Therefore, taking proactive measures to protect your sensitive financial information is essential.
Encrypting your documents
Encryption is one of the most effective ways to secure your financial documents. Encryption converts your data into a coded format deciphered with a specific key or password. Encrypting your documents before sending them ensures that even if they’re intercepted, the contents will remain unreadable to anyone without the proper decryption key. There are several methods of encrypting your documents, depending on your needs and preferences. One popular option is to use password-protected PDF files. Most modern PDF readers, such as Adobe Acrobat, allow you to set a password for opening and editing the document. When you send the password-protected PDF, share the password with the recipient through a separate, secure channel, such as a phone call or encrypted messaging app.
Secure file sharing platforms
Encrypt your documents using secure file-sharing platforms to send sensitive financial information. These platforms offer end-to-end encryption, meaning your data is encrypted in transit and at rest on the platform’s servers—only you and the intended recipient access the decrypted contents of your files.
- Dropbox- Dropbox offers a secure file-sharing feature called Drop box Transfer, which allows you to send up to 100 GB with password protection and expiration dates.
- Google drive: Google Drive’s built-in sharing features allow you to set access permissions and share files securely with specific individuals or groups.
- One drive: Microsoft’s One Drive platform offers similar secure sharing features, with the added benefit of integration with Office 365 applications.
When using these platforms, double-check the access permissions and expiration settings to ensure that only intended recipients view your files, which are inaccessible indefinitely.
Best practices for secure document sending
In addition to the technical solutions outlined above, there are several best practices you can follow to ensure the security of your sensitive financial documents:
- Verify the recipient’s identity: Always verify the recipient’s identity and contact information through a trusted channel before sending sensitive documents.
- Use strong passwords-When encrypting your documents or using secure file-sharing platforms, choose firm, unique passwords that are difficult to guess or brute-force.
- Avoid public Wi-Fi- Never send sensitive financial documents over public Wi-Fi networks, as these are often unsecured and vulnerable to interception.
- Keep software up-to-date– Regularly update your operating system, antivirus software, and other security tools to protect against the latest threats and vulnerabilities.
- Educate yourself and your team– If you work with a team that regularly handles sensitive financial information, educate them on secure document-sending practices and protocols.
Which website is best for notes? While not explicitly designed for sending sensitive financial documents, secure note-taking platforms like Standard Notes offer end-to-end encryption for your notes and attachments. These platforms are valuable tools for securely storing and sharing financial information within your organization.