Whether you’re in accounting or another finance field, 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 sensitive information and data secure.
How to Send Documents Securely Over the Internet
For most financial practices, there’s a lot of paperwork that gets shuffled around, and a lot of these documents contain sensitive information. Often, you also need to get those documents to the right people so they can sign and approve them. Whether it’s an individual’s tax information 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 share 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 to get a new identity.
If you want to learn how to send documents online securely and how to protect your sensitive information, 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 and learning how to encrypt data, you can virtually lock a file folder and send it through email 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. People with little computer experience probably won’t know how to unlock a password-protected folder, much less how to lock it after they’ve finished doing what they need to do. That means you can’t trust that they’ll password protect the document’s data before they send it back to you. Sadly, 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 has several risks. It isn’t actually that secure. Of the three options we’ll have listed in this article, it’s probably the least secure one. Especially if you’re handling someone’s money, you should probably opt for a more secure option.
Try PGP Encryption
Another option is Pretty Good Privacy (PGP) encryption. PGP encryption is significantly more secure than simply locking a file folder.
Think of PGP encryption like this. You have a device with two keys. One key can only open the device . One key can only close the device. This means you can give your “close the device” key to everyone on Earth and they can put whatever documents they want into your device, but you’re still the only one who can open the device.
Assuming both you and your client have PGP encryption, you could send files securely to each other no problem.
But PGP encryption has risks as well.
Again, you run into the convenience versus 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 try it, there’s a chance that the recipient will 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.
Another problem you’ll run into is that PGP encryption is best for sending secure messages, but not 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 best 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 on a secure cloud.
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, with a simple click, 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. There’s no need to use an online encrypted email service. 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.
Not only can you share these files safely, but you can send and share files wherever you are. Our mobile access is also secure, so you can look at documents safely in the office, from home, or on the go. You don’t have to compromise on convenience or safety—get both with Rubex.
Automated workflows are another great feature of Rubex. These automated workflows will prompt Rubex to move documents to wherever they need to go. You can customize these workflows so they are as simple or 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 and to protect privacy. 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
If your priority is keeping money and private information protected, then Rubex by eFileCabinet is the safest bet you can make. Its tools can keep your documents safe, protected, secure, and so much more. From automated workflows to permissions that 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, let’s chat.