How to send documents securely over the internet

Whether you’re an individual or a business, safeguarding sensitive data over the internet is paramount. Research on data breaches paints a concerning picture – personal information is a prized target for hackers, driven by the lucrative potential it holds. Secure file sharing for business documents, personally identifiable information, and SaaS data is essential, but ensuring this security poses a significant challenge. Thankfully, there are several methods you can employ to safeguard your files from prying eyes. In this guide, we’ll explore some essential strategies to help you securely send documents online.


Encryption: The Key to Secure File Sharing

When it comes to sending documents over the internet, encryption is your best friend. Encryption scrambles your data into an unreadable format, making it indecipherable to anyone without the proper decryption key. Before sending any sensitive documents, consider encrypting them using reliable encryption software or tools. This ensures that even if intercepted, your files remain secure and confidential. You can encrypt your files using a number of popular encryption methods. File-based encryption (encrypting discrete files) is generally preferable over disk-based encryption (encrypting the whole hard drive), as it requires stronger efforts to crack.


Secure Cloud Services: A Safe Haven for Your Documents

Utilising secure cloud services is another effective way to send documents securely over the internet. These services offer robust security features, including encryption, access controls, and regular security updates. Storing your files in the cloud also means not having to worry about somebody physically stealing your data-holding devices. When choosing a cloud service provider, opt for one that prioritises data security and compliance with industry standards. Platforms like Dropbox Business, Google Drive, and Microsoft OneDrive offer secure file sharing functionalities, allowing you to send and receive documents with peace of mind.


Secure Email Communication: Safeguarding Your Correspondence

Email remains one of the most common ways to send documents, but it’s crucial to ensure that your email communication is secure. Consider using encrypted email services or implementing email encryption tools to protect the content of your messages and attachments. Services like ProtonMail and Tuta offer end-to-end encryption, ensuring that only the sender and recipient can access the contents of the email.



Password Managers: Strengthening Access Control

Encrypting and password protecting documents is crucial for secure sharing; however, managing multiple passwords can be a hassle, leading many to resort to weak or easily guessable passwords. This poses a significant security risk when dealing with sensitive documents. Enter password managers – these handy tools securely generate and store complex passwords, eliminating the need to remember them all. With a password manager, you can strengthen access control by randomly generating unique, strong passwords. This significantly reduces the risk of unauthorized access and improves the overall security of your document-sharing process.


2 Factor Authentication (2FA): Adding an Extra Layer of Protection

In addition to passwords, 2 Factor Authentication (2FA) provides an extra layer of security by requiring users to verify their identity through a secondary method, such as a one-time code sent to their mobile device. By enabling 2FA on your accounts and document-sharing platforms, you add an extra layer of protection, making it exponentially harder for malicious actors to gain unauthorized access, even if they somehow acquire your password.


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