Security is the biggest concern while sending documents online. Cybercriminals commonly exploit your documents sent via email to steal sensitive information. 90% of all cyber-attacks begin by exploiting an email.
So, what is the most secure process for sending documents online?
If you want to send documents securely over the Internet, the channel you use must be easy, fast, and secure. You can password-protect your emails, use a secure cloud storage service, encrypt your documents, update your email settings, and leverage other security measures to send your documents securely online.
Let’s discuss these processes in detail!
Understanding the Risks Involved When Sending Documents Online
There are two categories of risks that you can face while sending sensitive information online. One is that you might send information to bad actors, and the other is that your information might be stolen.
It is a fact that most people get tricked and might send their sensitive information to cybercriminals more often than hackers breach their systems and steal their vital info. Writing a scam email posing as an authentic person who needs your secret information is very easy.
However, your information can also be hacked or compromised. Bad actors or cybercriminals do reach your system and steal your critical data. Therefore, it is crucial to verify the Recipient and delivery method before you share your information with anyone. This is quite simple and easy!
The 5 Most Secure Processes or Ways to Send Your Documents Online
Here are the 5 most secure processes to send documents securely.
1. Password-Protect Your Documents
You can protect your documents or the entire folder by adding a strong password that only Recipient can access. The Recipient can enter that password and unlock the file’s content quickly. Bad actors and third parties will be unable to breach the data sent without the password. However, while password-protecting your files, ensure you use a strong password. Research shows that 45% of online users set weak primary passwords which are easy to configure and breach.
Therefore, it is advised to use a strong password using numbers, letters, symbols, and phrases.
2. Leverage End-to-End Encryption to Send Documents Securely
Leveraging end-to-end encryption (E2EE) is one of the most secure processes for sending documents online. The method hinders third parties from accessing data sent from one device to another.
E2EE provides a higher level of security compared to password protection. Only the Recipient can decrypt the received messages with a cryptographic key. The approach uses public key encryption. ISP (Internet Service Provider), a telecommunication company, and various other organizations can help hand off messages between the senders and receivers. End-to-end encryption ensures that intermediaries cannot see the files being sent.
3. Benefit From Secure Cloud Storage Services
You can also securely send your documents over the Internet using cloud storage services. Some popular cloud storage services include TeraBox, Google Drive, and Dropbox. All you have to do is upload your documents to the cloud service, copy the link, and share the downloading link with the Recipient to let him access the documents. These platforms use end-to-end encryption to keep your files secure from data breaches.
Among the cloud storage services, TeraBox is considered more secure.
TeraBox:
TeraBox is one of the most secure, fastest, and easiest file-sharing cloud solutions for sending documents online. It is a product of the Japanese company Flextech, which aims to provide user-centered, innovation-driven, secure, and reliable cloud storage services via TeraTransfer. The platform offers 1024 GB of free storage space to store and share documents online. Users can send large files and documents of up to 50 GB in size.
TeraBox uses end-to-end encryption, two-factor authentication, and Personal Vault to ensure the foolproof security of your files during transfer. Its quick upload and download speeds ensure super-fast and real-time sharing of your files. You can share files by simply uploading them to the cloud, copying the link, and then sharing it with the Recipient. The receiver can view and download the files by opening that link.
In addition, TeraBox’s automatic backup solution syncs your files and keeps them secure if you lose them due to natural disasters, human error, or device failure.
4. Encrypt Your Email Attachments
Encrypting your email does not mean you have encrypted the attachments. You have to secure your attachments as well. Email providers such as Gmail and Outlook allow you to encrypt your attachments before sending them.
If you are using email from Outlook, encrypting your email also secures the attached files. But when using Gmail, follow the below-mentioned steps to secure your documents:
- Open Gmail on your device and click “compose.”
- Click the “Padlock” icon below to turn on the Confidential Mode.
- Confidential mode will show some information on your screen.
- Choose to receive an SMS or no SMS and hit the Save button.
- Type your mail Message and send your encrypted mail.
5. Benefit From an Electronic Signature Software
Electronic signature software is a much easier solution for sending files and documents online. There are multiple electronic signature applications where you can sign, send, and receive documents, contracts, and agreements online. Along with helping you add signatures, these tools ensure the documents are secure. This software saves time instead of spending hours to secure every file. When you add a signature to documents, the files are automatically secured.
The Bottom Line
Online data breaches are increasing daily. Therefore, protecting your files from bad actors and cybercriminals is essential to keeping your critical data secure.
In this article, we have listed the 5 best and most secure processes for sending documents online. The methods include password-protecting your documents, leveraging end-to-end encryption, using secure cloud storage services, encrypting email attachments, and using electronic signature software. These methods let you send your documents securely over the Internet.
