Tips for Sending Sensitive Files Securely

In the digital age we currently thrive in, sending sensitive documents securely is of paramount importance for businesses, big corporates, and even individuals. Whether it is business contracts, personal health information, customer details, or internal financial reports, ensuring that these crucial files only reach the intended recipient without getting into the wrong hands has never been more crucial. Successfully doing so prevents cyber threats, data breaches, and maintains client trust and privacy.
In this article, we'll tap into different tips that can be deployed when sending sensitive files securely. We will also take a look at both premium and open-source tools that enable businesses of all sizes to safely transmit their critical files without falling prey globally reported cybersecurity threats.

1. Encryption

Encryption is the process whereby information is converted into secret code that hides the information's actual meaning. The only way to decode encrypted data is to have the encryption key. Software that can encrypt documents typically uses secure keys based on sophisticated algorithms that hackers have a meager chance of cracking. When sending sensitive files, using encryption software can help lock your business-critical files down and prevent unauthorized access.

2. Password Protection

Password protecting your sensitive files is another way to secure their transmission. This method only allows recipients who have the correct password to gain access. It adds an additional layer of protection, especially when coupled with encryption. Most office applications, such as Microsoft Office and Adobe Acrobat, come with an in-built feature that allows you to password-protect your files before sending. Third-party applications can offer even more robust security features.

3. Use Secure Cloud Services

Cloud storage services have become a handy tool for businesses to store documents and share large files easily. However, not all cloud services are equal when it comes to security. When dealing with sensitive files, choose a cloud service that uses secure, encrypted connections (SSL/TLS) and ensures files are encrypted on their servers.

4. Secure Email Services

While email is noted for its vulnerability to cyber threats, using secure email services that provide end-to-end encryption enables businesses and professionals to transmit documents safely. These services encrypt your emails from the point of creation to the point of reception. Only the recipient with the decryption key can access the mail content.

5. Use of VPN

A virtual private network (VPN) is a secure connection between your device and the internet. VPNs hide your online footsteps by encrypting your internet connection and rerouting it through an intermediary server in a different location. This makes it incredibly hard for anyone to see who you are or what you're doing online.

6. Secure File Transfer Protocol (SFTP)

Instead of the traditional FTP, which is far from secure, choosing SFTP servers is a better option. SFTP, also known as SSH File Transfer Protocol, encrypts both commands and data, preventing passwords and sensitive information from being transmitted unsecured.

7. Use Apps with Self-Destruct Feature

For extremely sensitive files, using applications that allow files to 'self-destruct' after a certain period or after they've been viewed can be a beneficial tool. With such apps, you can share a piece of information and be sure that it’s fully disposed of immediately after it serves its original purpose.

8. Use Document Protection Tools

There is an array of document protection tools like HelpRange that not only protect your files but also provide usage analytics. HelpRange secures your PDF or document files and provides precise information on how and when your files are used. It also lets you restrict access to your sensitive documents, set expiration dates, watermark pages and track reading time per page.
By implementing the above strategies and utilizing the right tools, you can achieve a considerable level of security in transmitting your sensitive files. Remember, the goal is not just to send the files securely, but to ensure they remain secure even after delivery. As technology advances, so do the methods employed by cyber criminals, which is why you need to always stay updated on the latest security practices and tools.

Check out HelpRange

HelpRange is "Next-Gen Documents Protection & Analytics Platform". HelpRange represents the cutting-edge platform for document access controls and in-depth analytics, ensuring superior management and usage insights for your documents.