You’re an accountant, which means you have a lot of important data that you can’t lose. In this article, we’ll talk about some of the ways to keep that data secure.
How To Send Documents Securely Over The Internet
As an accountant, you’re handling a lot of documents with sensitive information. You also need to get those documents to the right people so they can sign and approve them. Whether it’s an individual’s taxes or a corporation’s savings, we’re talking about incredibly important financial information. The scale doesn’t really matter.
Knowing this, it’s so important that you send these files securely so nobody’s personal, financial data falls in the hands of the wrong people. Identity theft is a serious issue and the last thing you need to do is accidentally deliver a bunch of financial documents to someone who’s looking got a new identity.
If you’re looking for a way to safely send your documents to try one of the following methods.
Try Password Protecting Your Files
Your first option is to put all of your documents into one folder and password protect that folder. With a little help from some free software, you can virtually lock a file folder and send it to someone else to unlock on their end.
There are a couple of problems with password protecting folders.
First, the process is a bit technical and a lot of older people probably won’t know how to unlock a password-protected folder, much less how to lock it after they’re done doing what they need to do. That means you can’t trust that they’ll password protect the documents before they send them back to you. Basically, whenever convenience has to be sacrificed for security, security almost always loses out.
And it’ll happen eventually with password-protected files.
Second, a password-protected file isn’t actually that secure. Of the three options we’ll have listed in this article, it’s probably the least secure one. And since you’re an accountant handling someone’s money, you should probably opt for a more secure option.
Try PGP Encryption
Another option is PGP encryption. PGP encryption is significantly more secure than simply locking a file folder.
Basically, think of PGP encryption like this. You have a box with two keys. One key can only open the box. One key and only close the box. This means you can give your “close the box” key to everyone on Earth and they can put whatever documents they want to into your box, but you’re still the only one who can open the box.
Assuming both you and your client have PGP encryption, you could send files securely to each other no problem.
But PGP encryption isn’t perfect either.
Again, you run into the convenience vs security problem that you had with the password-protected files. If your client or manager doesn’t know how to use PGP encryption, there’s a chance they just won’t do it. And even if they do try it, there’s a chance that they’ll mess it up and those documents will be locked away forever.
Remember, once you use PGP encryption, you can’t unencrypt the file without a key.
You just can’t.
Another problem you’ll run into is that PGP encryption might be a good way to send each other secure messages (assuming everyone knows what they’re doing) but it’s not good for much else. You can’t send automated messages using PGP encryption. You still have to put that data somewhere, which means, most likely printing it off and putting it in a filing cabinet.
PGP encryption is really only good for sending secure messages and that’s it. If you want to do anything more than that then you should consider other document management options.
Try Rubex by eFileCabinet
Rubex is a document management software by eFileCabinet. Think of document management software as a digital assistant who helps organize all of your files and documents for you.
But Rubex is so much more than an elaborate file system. Rubex can help keep your documents secure and your business going.
It does this by using the following features:
The most relevant feature of this article is Rubex’s secure file-sharing tool. Rubex allows you to give guest access to your clients so they can easily send and receive documents. It’s secured with a bank-grade encrypted connection. It’s easier than encrypting a file and safer than sending an unprotected email attachment. We know that Rubex will help you send your files securely to wherever they have to go.
Automated workflows are another great feature of Rubex. That’s because these automated workflows will prompt Rubex to move documents to wherever they need to go. You can customize these workflows so they are as easy or as complicated as your company needs them to be. That means you don’t have to remind your client to sign the secured docs you just sent them. Rubex can send out an auto-reminder. And when they securely send the files back to you, you don’t have to even look at them. Rubex will send them wherever they need to go next.
This is another level of security on top of secure file-sharing. You can set up permissions so only certain people can see certain documents. You can take it a step further and only give certain people permission to edit certain documents, and you can do this based on user groups you set up. You can look at the history of edits in eFileCabinet so you know exactly who’s making changes and when.
This is vital for compliance. It assures that nobody sees or touches a document that they’re not supposed to, whether they’re a client or a coworker.
When Dealing With Money, Rubex Is The Safest Bet
You’re an accountant, not a poker player. You’re looking to keep money safe.
If that’s what you’re trying to for than Rubex by eFileCabinet is the safest bet you can make. It can keep your documents safe and secure, but it can do so much more. From automated workflows and permissions to help you keep everything organized, Rubex is for you.
To learn more about how Rubex by eFileCabinet does secure file-sharing better, flawlessly integrated with intelligent document management, consider watching a free demo.