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 In Blog, Fax, General, Security, Technology

Sending files to coworkers around the world is easier than ever, but comes with security and confidentiality concerns.

The Internet offers a world of possibilities to people who want to exchange information and documents. It’s incredibly easy to send files to people on the opposite end of the planet. However, such accessibility can go hand in hand with certain security concerns and sending documents online may cause problems with confidentiality.

Since the protection of sensitive data is becoming ever more important to all sorts of organizations, read on to learn how to send a file online in the most secure way possible.

Why using traditional e-mail to send sensitive files isn’t secure

Although this approach may seem secure, simple e-mail is not a safe way to transfer sensitive files securely. Even if you use an e-mail account that transfers attachments via a more secure HTTPS connection, you still have no control over your recipient’s server, which means they can download your attachment from an unencrypted HTTP connection.

The fact that the recipient is equally likely to download the document from a public Wi-Fi network also adds to the risk. Fraudsters are always developing increasingly sophisticated techniques to intercept transmissions that can provide them with valuable information.

Finally, while some e-mail services can protect you from computer viruses, in many cases you are still at risk of being infected or of infecting your recipient through the transfer of files via e-mail.

For greater security: encrypt the files to be sent

If you want to transfer files digitally in a safe way, you must encrypt them. This procedure consists of scrambling the message to make it incomprehensible to any unauthorized person who intercepts it.

You can then take things a step further by using software that puts your files in a password-protected archive, ensuring that only the intended recipient can access them. The disadvantage of this approach is that you have to then communicate the password to your recipient via phone, e-mail, or text, which can open the password itself up for interception.

Use secure file transfer software

The safest and best way to send sensitive files online is by using software specifically designed for this purpose. In addition to being able to count on effective encryption, this option can potentially offer additional benefits.

Authentication of the recipient guarantees that the file will arrive in the hands of the right person. For example, the individual to whom the confidential transmission is addressed could have to enter a unique access code received via text message in order to open the document (Two-Factor Authentication or 2FA).

Some secure document exchange solutions also offer the option of tracking the actions carried out by the recipients during the exchange. This function allows you to identify any anomalies and provides you with the assurance that the file has been received and opened correctly.

Choose a simple and quick secure file exchange solution

Regardless of the type of sensitive data you want to transfer over the Internet, XM SendSecure is a solution that will allow you to do it intuitively and with confidence. It will bring you peace of mind, whether you opt for the software solution or its cloud equivalent.

For more information about this service or to be advised on the best solution for your business, don’t hesitate to contact our experts.

 

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