Lindsay, Author at Fileinbox

What Small Businesses Need to Know About Data Privacy Compliance

Posted on 2019-07-01 | by Lindsay | Leave a Comment

No small business owner wants to be on the receiving end of a hefty fine or legal issue due to something as simple as mishandling paperwork or data.

But that’s indeed a serious risk if your company is violating local data privacy regulations—especially if that mishandling results in a data breach.

Many jurisdictions are getting more serious about regulating what kind of personal data businesses can collect and how they should handle that data once they have it. Data privacy laws and regulations can be pretty complicated. And it doesn’t help that small business owners don’t usually have a ton of resources to devote to data security.

However, data privacy and security is just as important for small businesses as it is for big ones. In fact, they might even be more important.

Understanding U.S. Privacy Regulations

Right now in the U.S., there are plenty of laws that regulate how companies handle personal data. Unfortunately, these laws come in many different forms and from many different places.

Some federal laws regulate certain types of personal data, such as health data (thanks to the Health Insurance Portability and Accountability Act of 1996) and the personal details of kids under age 13 (thanks to the Children’s Online Privacy Protection Act of 1998). The Sarbanes-Oxley Act of 2002 also has a set of data privacy regulations for publicly-traded companies.

However, most data privacy laws in the U.S. that pertain to small businesses exist at the state level.

Bonus download: Before You Collect Any Personal Data, Ask These Questions

State data privacy laws require businesses to implement “reasonable security procedures and practices” to protect the personal information from “unauthorized access, destruction, use, modification, or disclosure.”

Most states have also enacted laws regulating data disposal (regulating how long businesses can keep personal information on file and how they should delete or destroy it) and security breach notifications (regulating how and when companies need to inform consumers that their data has been compromised).

The details of these requirements can vary a lot from state to state, though.

As this Council of Foreign Relations article points out regarding data breach legislation, “These laws have different and sometimes incompatible provisions regarding what categories and types of personal information warrant protection, which entities are covered, and even what constitutes a breach.”

The laws may specify different deadlines and different notification requirements (sometimes governmental organizations have to be notified in addition to the consumers affected).

Introducing the GDPR

However, other Western countries have more comprehensive personal data rules for companies to follow. Most notably, in 2018, Europe enacted the General Data Privacy Regulation, which is widely considered to be the most sweeping set of data privacy regulations yet.

Among other things, the GDPR stipulates that organizations must get consent to collect and use any personal data from consumers, and consumers can withdraw that consent at any time. It also requires that organizations be able to demonstrate a “legitimate interest” for all of the personal information they collect.

Many people mistakenly assume that the GDPR only applies to companies that are located in Europe, but GDPR rules apply to all European citizens. So unless you can guarantee that you’ve never collected data from a European citizen (such as one who has opted into your email list, for example, or made a purchase from your online store), the GDPR could affect your small business directly.

Plus, even if you’ve never worked with European citizens, it’s still a good idea to start getting familiar with some of its guidelines. For one, if you do ever want to expand to a more global audience, you’ll already be prepared. But there’s also a good chance that similar regulations will directly affect your business in the near future.

According to the National Conference of State Legislatures, the number of states with data security laws has doubled since 2016, “reflecting growing concerns about computer crimes and breaches of personal information.”

How Data Privacy Pays Off For Small Businesses

Following best practices for handling data isn’t just about sticking to the letter of the law and avoiding fines. Good data handling policies can also prevent (or minimize the damage from) data breaches.

When your customers entrust your company with their personal information, they’re putting a lot of faith in your staff. They know that once digital information is “out there,” it can be shared worldwide in seconds. Identity theft and the related fallout cause victims a lot of headaches and anxiety, to say nothing of potential financial losses.

So, it goes without saying that mishandling your customers’ information will definitely damage your relationship with them—perhaps irreparably.

Perhaps that’s why, according to this Denver Post article, 60% of small businesses that suffer a cyber attack are out of business within six months.

Don’t miss: Before You Collect Any Personal Data, Ask These Questions

Because the bigger companies with the huge data leaks that tend to make the headlines, there’s a bit of a misconception that only big companies are targeted by hackers.

According to that same Post article, though, small and mid-sized businesses are hit by 62 percent of all cyber-attacks. Small businesses can be an attractive target for hackers because they’re generally more vulnerable than big corporations (which have millions of dollars to spend on security efforts).

It’s safe to assume that it’s not a question of whether a criminal might try to access your sensitive data, but when they will try to access it.

Plus, as consumers get more aware of the dangers of breaches, they will place an increasing value on dealing with companies that take data privacy seriously. Your security efforts can and should be a big part of your marketing efforts.

Protecting Your Sensitive Data

All of these data privacy needs can seem overwhelming at first.

However, small business owners can stay compliant more easily by using software tools that were built with best privacy practices in mind. Many of the best web-based software programs for businesses today have already done the heavy lifting on security efforts.

Small business owners can stay compliant more easily by using software built with best privacy practices in mind. Click To Tweet

For example, many offices are now relying on cloud storage solutions like Google Drive and Dropbox to handle sensitive documents.

These programs are fully encrypted and have plenty of resources to dedicate to the effort of staying ahead of the curve on security. They even offer features like file expirations dates, password protection, and even auto-delete that users can modify depending on their needs.

Cloud-storage programs can also keep better track of which employees can access each file, and can make files easier to search and tag.

Secure file sharing apps like Fileinbox can ensure that sensitive data stays completely safe and encrypted in transit, too, and they can be much more secure than email. A good file-sharing app like Fileinbox syncs directly with these cloud storage apps and is super-simple for customers to use.

If you’d like to try Fileinbox, the first 20 files are completely free. Click here to learn more or get started.

Why Your Office Needs a Document Management Strategy (And How to Make One)

Posted on 2019-06-24 | by Lindsay | Leave a Comment

Have you noticed how easy it is, now that our work is mostly paperless, to sweep all of our documents under the metaphorical rug?

Just drag everything into a tiny digital folder, and you don’t have to face how unorganized our files are. It’s the equivalent of shoving everything into your closet in response to a request to clean your room.

There might not be a ton of repercussions to doing this with your personal files, especially as apps make it easier to find what you need. (For example, you can search within photo apps for certain objects or locations, and of course by keyword with all of your documents.)

But when you’re running a business, you need to be much more careful about how you create and manage files. Employees should all understand how files should be created, stored, accessed, and finally, deleted or destroyed.

Without a clear document management strategy, you risk privacy violations, data breaches, administrative headaches, and more.

Don’t worry, though! By the end of this article you’ll be well on your way to creating a document management strategy that works for you.

Identify the Players

The first thing to do is figure out exactly who will be in charge of creating and enforcing your organization’s document and data policies. This person or group will also be in charge of making sure those policies are updated over time as needs and processes change.

If there’s no enforcer, employees will make up their own organizational rules, or simply stay blissfully unaware that there’s a “right way” to handle documents.

The team in charge of developing and executing your document strategy will probably include your office administrator, if you have one. If your company is small, the CEO might even step into the role.

Learn more: The 4 Skills a Good Document Manager Needs

Regardless of who is personally in charge, a document management strategy won’t work without buy-in from leadership. Someone at the top has to decide that data management needs to be taken seriously. Otherwise, the status quo will prevail. (In fact, this applies to any corporate initiative that requires cooperation from everyone on staff.)

List Your Working Documents

Once you’ve decided who’s going to lead your document management team, it’s time for them to dive in. They can start by making a comprehensive list of documents that your organization collects and stores.

The types of documents you use and the length of the list will vary a lot based on your office needs its structure. You can break the list down by department or by type of project, for example. Break the list down into categories that work for you. Note the name of each document and which types of information it includes.

The aim should be to get a better picture of how information flows through your organization. Understanding which documents contain which information can help you classify those documents later.

If you could see all the digital files in your company, it might look a little like this

Assess How Documents Are Handled

Once you have your list of document types, it’s time to note exactly how each of them is handled at each stage of its “life cycle.”

Don’t start by writing down how things should work. Start instead with how things are working now. It’s important to get a sense of how employees prefer to handle the information that comes across their desks. Note any inconsistencies that exist at each of the following stages.

Document Creation

Note exactly what happens when a new copy each type of document on your list is created.

Do your employees make a fresh copy from a designated template file that’s accessible to everyone who needs it, for example? Or, do they make a copy from a file on their computer desktop? Are employees grabbing a paper file from a central location? If so, where are those physical copies made?

If the files are coming in from vendors, clients, or other partners, note where those templates are coming from and any other rules about how they’re submitted.

Document Workflow

Make a few notes about what happens after each document on your list is created. Is it sent to management for approval, for example? Is it sent to a client or vendor? Who is in charge of managing the document as it flows through each step of the process?

Document Storage, Access, and Security

Making sure that your information is secure and easy to find is a key part of effective document management. Use the following questions to assess how each document on your list is handled:

What format should the file be stored in? (Is it stored in digital form, paper form, or both? If digital, what specific file format should be used?)
Once a file is received, where is it kept? (In a filing cabinet? On the local server? On local computers?)
How is the file named and organized to make sure it’s easy to find later? (What file-naming conventions are in place, if any?)
Who has access to the document once it’s filed? What efforts, if any, are in place to make sure the information doesn’t fall into the wrong hands?
How are the files backed up to guard against things like disaster or damage?

Document Destruction or Deletion

As we mentioned in our article on choosing a cloud storage solution, off-site digital storage can make it easy to store vast amounts of data. But you’ll pay for that storage, so you’ll want to minimize it. Plus, keeping old files around in any form for longer than necessary carries unnecessary risks of the data being compromised.

Don’t keep old files hanging around. They take up unnecessary space, and they can even be a security risk. Click To Tweet

Use the following questions to assess how each document on your list is deleted or destroyed:

After what interval of time should this type of file be deleted or destroyed? Who is in charge of making sure that the deletion/destruction happens on schedule. How will they remember to do it?
Do privacy rules, regulations, or best practices dictate when or how our office should delete or destroy this file? (This might require a consultation with your legal counsel.)

Create Document Rules and Policies

As you begin to pay careful attention to how documents are currently handled, you’ll see some patterns emerge.

Many of the documents will have similar guidelines (or at least should have similar guidelines). Others may have no rules at all, or need very few. You can start to group the documents based on how they need to be handled, then create policies for each group. You might make a set of rules for any document that contains a client’s personal data, for example, or for any document that will be sent to a client.

Some document management policies will apply universally. For one, you’ll probably want to use standard file-naming conventions across the board. You’ll probably also want to direct your employees to the same places consistently for current document templates.

Begin the Implementation

Once it’s time to start using the new document management policies, give your staff some time to adjust to the new system. Keep the policies in an accessible, central place so your staff can always reference them, and make them as easy to understand as possible.

Plan for a transition period in which documents that were stored or organized using older methods are gradually moved or reformatted to meet the new guidelines.

Your document management team should be able to identify a reasonable timeline for all of the documents to be in compliance with the new policies.

Don’t miss: The 4 Skills a Good Document Manager Needs

Finally, if you’re looking for an easy and secure way to collect files from your clients, consider trying Fileinbox. Our drag-and-drop document submission tool is simple to use, and files are deposited directly into your Google Drive or Dropbox account. You can even choose how the files are organized to make sure that nothing gets lost.
You can even start using the service for free. Click here to learn more.

Need to Collect Video and Audio Submissions? Here are Your Options

Posted on 2019-06-10 | by Lindsay | Leave a Comment

It’s crazy how easy it is for the average smartphone user to produce movies, podcasts, music, and beautiful images these days — and with little more equipment than can fit in a jeans pocket.

Of course, as the hardware has generally gotten smaller, the files have gotten much bigger.

Cloud storage and streaming solutions have swooped in to rescue us from running out of local storage for these big media files. But when it comes to transferring these ginormous files back and forth between users (and not just sending a link to where they’re hosted on YouTube, Spotify, etc.) things can get surprisingly difficult.

If you have to collect large media files regularly, it can be even trickier. Without a good system in place, your files will end up scattered across a variety of places, programs, and formats — some more secure than others. And good luck explaining to senders exactly how they should get their files to you. If they’re not used to handling big files (or aren’t computer lovers, in general), you’re in for an adventure.

So here’s a little more about your options for accepting large media files, whether you’re

Collecting videos from family members for a special movie
Soliciting audio clips for your podcast
Gathering high-resolution design files from a global team of freelancers

Email

If you’ve ever tried to email a large media file before, you’ve probably run into a file size limit error message. For example, Gmail won’t allow users to email more than 25MB at once.

Senders can still technically use email to send large media files if they’re willing to “zip” or “compress” the files to get them into meet the correct size limitations.

Of course, this adds a few extra steps to the process. Whomever you’re soliciting files from has to use a third party app to compress the file, which can tricky on its own (especially if the user isn’t particularly tech-savvy). In some cases, files will still be too big to email even after compression.

Finally, whenever email is used, there can be potential security compromises. (For more on this topic, check out our article Why You Shouldn’t Email Sensitive Files and What to do Instead.) For all of these reasons, it’s best to forget using email to transfer big files like recordings.

Cloud Storage Software

Cloud-based storage programs like Dropbox and Google Drive strive to make it easy to send large files.

In many cases, sharing is as simple as sending the recipient a link to the files you want them to download. As we mentioned in our post How to Choose a Cloud Storage Solution, popular programs also often have fancy sharing features, such as permissions levels, download notifications, and expiration dates. They can also integrate directly with your email to make sharing a little easier.

Free download: Stay Organized: 5 Best Practices for Electronic File Management

The problem with using cloud-storage programs to collect large media files is that senders have to use their own accounts. Creating a new login and password just to send a few big files can be annoying for anyone, but it’s especially tricky when you’re asking for files from people who are unfamiliar with file-sharing.

Even senders who already have a compatible file-sharing account may not have the space available to upload the kind of large files you’re hoping to collect. This can create additional headaches for them as they work to clear out space in their account to send your file.

Free Versions of File-Sharing Programs

The simplest, cheapest solution for senders may be to use the free versions of web-based apps that are dedicated specifically to sending large files.

With programs like WeTransfer, Jumpshare or DropSend, senders can simply type in the recipient’s email address, attach the large file, and press “send.” The recipient gets an emailed link that triggers the download.

Companies generally make these free options available because they also have paid versions with additional features, additional storage, or the ability to send more files each month.

When you’re using these basic options, though, the files aren’t always stored or sent anywhere in the cloud for later access. This can make things simpler, because there are no worries about the sender needing to create an account or having files take up unwanted space. But it also means that the receiver must download each file sent to them, then upload it to their own storage system and organize it manually. That can be a chore if you’re collecting lots of files. And when files are getting thrown into your inbox amidst tons of other email, it can be easy to lose track of them.

Plus, asking senders to use a random free app to send you files can come across as a bit unprofessional, especially if you’re collecting the files for business. You won’t have any control over how these apps brand themselves, or changes they might make to their design or functionality at any given time.

Asking senders to use a random free app to send you files can come across as a bit unprofessional, especially if it’s for business. Click To Tweet

Business Software With File Sharing

Some business-focused software has impressive file-sharing features built in, along with other features such as cloud storage, project management, and workflow management, and collaboration tools.

Some of these programs are compliance-focused and come with extra hoops for receivers to jump through (such as document-specific passwords and mandatory expiration dates) before they can download their files.

Other file-sharing options were developed with creatives in mind, letting users add backgrounds to files they send, preview the sent files visually before they’re opened, and make it more pleasant to browse through sent files.

Don’t miss: Stay Organized: 5 Best Practices for Electronic File Management

File-sharing solutions that are part of a more complex software system can be great for businesses that have more specialized needs. But the extra features can be overkill for the average small business or user. They can clutter up the user interface, make sending files annoyingly complicated, and–most importantly–cost more of your hard-earned money.

Form-Based File Sharing Apps

What most file sharers really need is something in between the free apps and the more complicated business software. They need a solution that prioritizes the recipient’s experience as well as the sender’s.

That’s why form-based file sharing apps like Fileinbox work so well. With Fileinbox, users create a custom upload page and embed it on their web site. Sending a request for large media files is as easy as sending link to that form. Because the upload page is part of your web site and can be branded appropriately, file senders will feel confident that they’ve come to the right place. There’s no need for them create an account, or even fill in your email address. All they need to do is drag their large media file to the upload box and they’re done.

Fileinbox users can choose where the uploaded files are sent, whether it’s to an email account, Google Drive account, or Dropbox account. This means that the files stay organized. You can even set up different folders for each sender, if you’d like, or choose to protect your upload pages with an access code.

And because Fileinbox integrates with powerful cloud-based storage solutions, users can also leverage features like collaboration, versioning, visual previews and more for super-affordable rates.
Are you ready to try Fileinbox yet? You can upload the first 20 files free. Head over to our site and get started!

How to Choose a Cloud Storage Solution: 5 Key Features to Look For

Posted on 2019-05-27 | by Lindsay | Leave a Comment

You remember floppy disks, right?

Back in college, I had a few of them that I’d take from my dorm room to the computer lab in the campus library. I’d inevitably finish up my work session, hit “save”—and walk away with the dang thing still in the disk drive.

It often required a return trip to the computer lab. Most times I got lucky and the disk was still there, but not always.

How great is it that modern cloud storage has rescued us from floppy disks and manual save buttons? And from constantly running out of disk space, for that matter? In fact, even if a giant anvil fell out of the sky and smashed your computer to bits, your work would still be retrievable—as long as you’d been using a cloud-based program for your work.

These benefits are huge, which is why many of us don’t hesitate to use cloud storage for our casual work and file sharing.

However, the stakes get higher when you need to share or store sensitive personal information, essential business documents, and backups of important data.

That’s when you might stop being OK with the general sense that your info is floating somewhere in a fluffy, harmless vapor and demand a few more details on how this “cloud” actually works, and which cloud is the most secure.

Don’t worry: we have you covered. Here’s what you need to know.

First Things First: What is Cloud Storage?

It can seem like our information is literally floating above our computers in the ether at all times, just waiting to swoop back down and squeeze onto the screen at a moment’s notice.

That’s probably why the term “cloud” took off. (That, and “distributed computing” doesn’t quite have the same ring to it.)

Here’s a very basic version of what’s actually happening when you use cloud storage, for the uninitiated: Your information is sent from the device in front of you to the nearby router, which then sends the info to your local internet service provider, which then sends it along to another computer (in this case, one called a “server”). Your info is stored there until you want to retrieve it again, at which point it travels back to your local device via a similar internet route.

The best cloud storage systems use plenty of security and authentication protocols to make sure no one gets unauthorized access to your files in the process.

The real “cloud” isn’t as fluffy as you might have imagined

Technically, the only things that “cloud storage” requires are a data server and an internet connection. You can create a private cloud in your home or office, for example, to store shared data for everyone on the network to access.

However, when most people use the term “cloud storage” these days they’re referring to the services from big companies with vast resources.

These services, such as Google Drive and Dropbox, offer plenty of perks. Their storage capacity is practically unlimited. They have lots of resources to dedicate to security efforts. And, their network of servers is distributed throughout the world, so if a power outage or other unfortunate event (zombie apocalypse?) affects one location, the information will still be available on others.

The cloud-based storage industry has matured a lot in recent years, with plenty of competing programs on the market. Here are the features you should be looking into as you compare your options.

Many additional features are also available as third-party apps and integrations. Learn more: 8 Types of Third-Party Cloud Storage Apps to Try Today

Storage Limits and Prices

Most of us don’t love the idea of spending more than we need to for something that doesn’t add any fun to our lives. (Many of us would hesitate to spend $13/month on cloud storage, for example, but not on Netflix.)

However, this isn’t exactly an area where you should be hunting for bargains. New cloud storage companies might offer great deals, but they might also go out of business. And at the risk of sounding cliche, you get what you pay for. Steep discounts might come at the expense of security features or dependability.

The value you get for any price point will also depend on the amount of storage included. You should get a clear idea of how much storage you think you’ll need, both now and in the near future, before you commit to a cloud storage program. The best programs have several pricing/storage levels so that you’re never overpaying.

Many cloud storage programs (but not all) also place limits on file size and upload traffic. These caps can be especially limiting for users who regularly upload big files, such as videos or high-resolution photos.

Sharing Features

One of the biggest perks of cloud storage is that it’s more secure than email for digital file sharing. As we mentioned, cloud storage solutions can also handle large files that aren’t possible to send via email.

The best cloud storage solutions make it extra easy to send and receive all types and sizes of files. Some even allow users to share their files by sending a simple link.

Some also make it possible to put limits on how documents are handled by recipients when they’re shared. For example, users might be able to make certain files “view only” or add passwords or expiration dates.

If you’re running a business or collaborating with others, you’ll want to look for a solution with features that make it easy to share files among groups and within organizations. Administrators of these programs may be able to set usage rules for all users, establish access levels for individual employees, and keep track of user activity.

Syncing Features

Another key feature of the best cloud storage programs is that they can automatically copy certain files on your home computer to the cloud, and vice versa.

This syncing ensures that you’ll always have the latest versions of your local files safely backed up in the cloud. Many programs also support “versioning,” which means that—you guessed it— they can keep track of the versions of each file. This can be really helpful if you need to see what was changed or restore a previous version of your work.

Syncing can also work in reverse, updating local copies on your computer with each change that’s made in the cloud copy of the file. This gives users access to their latest files even when they don’t have an internet connection. Users can work on the offline version of their files until the internet is restored, at which point their changes will be synced in the cloud version again.

Ease of Use

Sometimes, there can be a big difference in how storage solutions “feel” to use. Some are just easier to figure out. Some look better than others. Some simply make it easier to access and manage your files.

If you expect clients to submit documents via cloud storage, it’s especially important to pick a program that’s user-friendly and looks great. Click To Tweet

Here are some usability questions to consider for any cloud storage solution you’re considering:

Does the program have apps for your phone that make it easy to access your files? Do the apps work on all major phone types?
How easy is it for you to organize your files (such as in folders and subfolders) once they’re uploaded?
Does the system perform consistently and quickly?
Is it possible to receive files without requiring the sender to sign up for their own account?
What happens when you have a problem? Is there robust help documentation, or, even better, a support team available to call or email with your issues?

Third-Party Apps

One of the best features of modern cloud storage is its almost limitless potential, thanks to third-party apps and integrations.

These apps and integrations offer plenty of ways to get more out of your storage, make your life easier, and impress your clients.

We listed some of them in our bonus download.

Don’t miss: 8 Types of Third-Party Cloud Storage Apps to Try Today

However, there’s one type of app that you definitely don’t want to miss: Apps that make file sharing easier.

File sharing apps like Fileinbox make it simple for people to send you files completely securely. There are no worries about compromised email connections, and there’s no need to require clients to create their own login and password.

To send you a file, your clients, colleagues or contributors simply navigate to your branded upload page and drag their files onto the screen. Their files are then sent directly to your Dropbox, Google Drive, or email account—organized automatically according to your rules.
Click here to learn more about Fileinbox or create your own upload page.

Why You Shouldn’t Email Sensitive Files (And What to Do Instead)

Posted on 2019-05-13 | by Lindsay | Leave a Comment

What happens to an email message after you lovingly craft it and hit Send?

If you’re picturing a little envelope shooting through the air from your computer and landing safely in the inbox of your friend or colleague, you may be in for a rude awakening,

The reality involves plenty of hardware and software, each with its own vulnerabilities that potential criminals can (and do) exploit to steal valuable data.

Although emailing sensitive files isn’t a guaranteed invitation for disaster, there are definitely more secure and convenient alternatives that you can try.

Let’s talk about exactly what happens when you send files over email, and other options to digitally share files instead.

Email Security 101

There are lots of ways for hackers to gain access to your valuable personal information after you send it in an email.

Perhaps the most straightforward way for them to do it is to steal your login credentials.

You’ve probably heard of data breaches where hackers have stolen account passwords from company databases, for example.

Bonus download: 4 Questions to Ask Any Firm That Will Handle Your Private Information

Hackers can also try to use software that can help them guess passwords. They may even try to get you to volunteer your own passwords by sending sketchy links that parade as legitimate requests for login information (these are called Phishing scams). If you’re running outdated software or hardware, hackers can infect your computer with malware that gives them easy access to your digital assets.

Of course, you can do your best protect your own email account and personal data by:

avoiding suspicious links, exercising a very healthy level of skepticism at all times
using strong passwords and using different passwords for different accounts
keeping your hardware and software updated to eliminate vulnerabilities
keeping a close eye on your computers, and making sure they’re password protected (sometimes, stealing personal information is as easy as sitting down in front of an unlocked computer at an empty desk).

The problem is that no matter how diligent you are about your own email security, you can never guarantee that the email recipient will take the same steps. And if you’re sending a sensitive file to a company, such as an accounting or legal firm, the email might get forwarded around to various employees, left to hang out in various inboxes, or downloaded to multiple servers—all of which have their own potential for security breaches.

But that’s not all. In many cases, hackers don’t even need to get access to your account or your computer to steal personal information that’s sent via email. Instead, they can try to gain access by way of one of the servers that your messages bounce back and forth between on their way to the recipient.

Using a secure HTTPS connection (or making sure that you’re using a program like Gmail that uses HTTPS) generally makes it impossible for anyone to see your data as it’s being transferred. There’s a catch, though: security is only garunteed if both the sender and the recipient are using it.

Plus, it’s worth mentioning that anyone who is sharing the receiver’s internet connection at the time the file is sent will be able to see the file, too, if it’s unencrypted. This is why you’ve probably heard that it’s a bad idea to send and receive sensitive files over Public WiFi connections, like those in a coffee shop. It’s also why you need to make sure that your home network is encrypted.

The Risk of Breaches

Maybe it’s a little hard to believe that these these criminals would actually bother trying to come after your email, out of all of the emails in the world. Don’t hackers actually focus their energies on the big companies that have loads of data to steal?

Unfortunately, the answer is no.

Although those big hacks are the ones that tend to make the headlines, that doesn’t necessarily mean that large companies are the only ones being targeted. Savvy criminals may rightly assume that small business owners can’t exactly spend the huge money on security that bigger companies can, and that makes small businesses ideal targets.

Personal computers aren’t safe, either. The use of malware—and ransomware, in particular—has continued to rise over the years for pretty much everyone. With these data breach incidents soaring, good attention to security is only becoming more important.

Don’t miss: 4 Questions to Ask Any Firm That Will Handle Your Private Information

Alternatives to Email

Maybe at this point you’ve realized using email to send your sensitive personal or financial information is a bad idea.

But what are you supposed to do instead? Hop on your horse and buggy and deliver the papers by hand?

In fact, some people still do opt for snail mail and even fax (!!) to send sensitive files.

These paper files may indeed be more secure than email while they’re moving from one place to the next. However, don’t be fooled: Transferring your digital info to paper doesn’t guarantee its security. Click To Tweet

Hard copies of sensitive files can be left lying around visible on someone’s desk, for example, or just hanging out in the trash can. In some offices, any paper files will simply be digitized by staff and exposed to the same security threats that other digital files face.

Plus, paper-reliant options are slower, and they come along with plenty of equipment-related headaches (odds are that your recipient doesn’t even have a working fax machine anymore).

Thankfully, you can still send your files digitally while keeping them secure.

Alternative: Use a Cloud Storage Solution

The main security benefit of programs like Dropbox and Google Drive is the guarantee of a secure connection. Unlike email, you can know that the files will be both sent and received with the security of HTTPS.

These cloud-based file sharing programs also allow more control over who has access to the files once they’re sent, thanks to user permissions levels and sophisticated ways of authenticating who is logging in.

Finally, because these cloud-based solutions have hundreds of people on staff working to keep their data secure, there’s less of a chance of a breach due to someone neglecting to update their hardware, software, and firewalls (which is exactly the kind of thing that happens in typical small office environments).

The biggest downside to using shared cloud storage program is that you will have to create an account with the same program your recipient uses in order to share your files. Creating a bunch of new accounts to send files and keeping track of the logins for those accounts can be a huge hassle.

Alternative: Use a File Sharing App

Perhaps the best solution for securely sharing files is to use an app that was specifically developed for that purpose.

These apps are similar to cloud-based file storage solutions, but with several more helpful features. Specifically, they make it super easy for users to share files without creating an account. They also connect with a variety of common cloud-storage apps to make it easier for recipients to organize the files the way they like.

Fileinbox screenshot

The best file sharing apps, such as Fileinbox, allow recipients to publish a user-friendly, on-brand, and fully encrypted page where senders can simply drag and drop their sensitive files. There are no hoops to jump through, and everything is totally secure.
If you want to try it for yourself, sign up for a free, 7-day trial. Fileinbox also offers a money-back guarantee if you’re not completely happy. Click here to get started.

Author: Lindsay