Sending documents over the Internet is an easy way to send data to the recipients, no matter how far away or what time zone they are in.
However, when it comes to sending a copy of a passport, work contract, or tax forms, there is a concern that the information could be intercepted by people who have nothing to do with it. Modern software enables the secure share of documents with complete protection against cybercriminals.
Taking advantage of document sharing software is the best way to share files and data that you designate as confidential. Unreadability is ensured by using up-to-date encryption protocols that are constantly updated. Zero disclosure is the pinnacle of privacy. It means that your information cannot be accessed by the creators of the secure platform or internet providers.
How to Secure Share Documents: Experts’ Recommendations
Choosing the right software is the best way to ensure the privacy and security of information communication. As a rule, you add files to the cloud and send a link to the recipient. Access is granted for a limited time.
Yet document sharing software is a fundamentally different solution. You should know what steps you can take further to improve document-sharing convenience, privacy, and security:
- Analyze providers that offer software for sharing personal or business documents. There are plenty of offers on the market to entrust your work or personal life to. Explore the software through test periods and also read the privacy policy – this step is really worth investing time in.
- Opt for a data transfer method called end-to-end E2EE encryption. This is the best option for sharing files that are encrypted at the source and decrypted on the recipient’s device. The document remains inaccessible to third parties during the storage process. Even if cybercriminals attack your service provider, nothing will happen to your file.
- Use the possibility to control access. Apply a unique and strong password, and activate two-factor authentication if available. You can protect your information from prying eyes, as well as from phishing and other online attacks.
- If you need to transfer documents urgently but you can only use a public wi-fi network, use a VPN. Give preference to a trustworthy service that uses reliable traffic encryption protocols.
- Make sure that document size limits are appropriate for your business. Support for bulky files is an advantage, as it guarantees easy and fast submission.
- Limit the time to access the link. This is one way to reduce the risk that fraudsters will get unauthorized access to your files and review the data. Some services offer functionality such as terminating access or deleting a file after it has been downloaded by the recipient.
- Scan links for malware. Ensure that your PC is protected well from attacks that aim to spy on or intercept your data.
People have different understanding levels of privacy and security, as well as a tolerance for the risks related to them. Using the above guidelines is a way to secure share documents after selecting a platform that meets your requirements.
Document Sharing Software: What to Pay Attention To?
Any platform that provides secure document sharing needs to be researched. If you find some interesting options for your business or personal use, consider these factors:
- Availability of multi-factor authentication. It is better if there are two or more authentication methods available. The standard one is to create a login and password followed by confirmation of identity via SMS, e-mail, and even a hardware security key.
- Regular use. Platforms for secure share documents can also offer the possibility of storing many different types of sensitive information, the transfer of which may be necessary in various situations. We are talking about banking information, card numbers, and confidential files. Having the functionality to create personal records for storage purposes is a great advantage.
- Ease of use. The intuitive interface is something that all users appreciate. The ability to integrate secure data transfer software into a programming environment that is already being used to improve company efficiency further boosts performance.
- Setting time limits. When sending a document, you can limit the amount of time it has to be opened and read. This is necessary to preserve sensitive data. Fraudsters can easily discover an unprotected file, and time limits ensure that any hacking attempt after the specified timeframe will not be successful for third parties.
Conduct in-person testing of document sharing software to make sure the services are safe and reliable. Create accounts and take advantage of the free trial period to evaluate all the features of the platform. Send folders and file types, and experiment with devices and time zones.
Evaluate the usefulness of the software’s basic real-time document transfer tools to personally select the best option to incorporate into your business processes. Providers allow you to evaluate all features, especially when it comes to subscription-based software.
File Sharing Software by PandaDoc
Before choosing a platform to secure share documents, you should define your actual needs, both personal and business ones. Sometimes, basic functions are enough. Free versions of the software can provide them access. If you intend to use the tool regularly in a large company, it is better to prefer paid versions as they offer advanced functionality.
The competent use thereof brings excellent results. It is important to understand what features are important to you to find the best software that you can use for years to come as a secure repository for sensitive data.
PandaDoc offers a platform to transmit documents securely. The user creates a link that the recipient follows. It leads to channels encrypted with cryptographic protocols. The list of linked documents can be updated in real-time, so there is no need to resend them. Use the software to maximize the security of the file-sharing process and control access rights on multiple levels.