Did you know that identity theft is rampant in the United States?
In fact, there were about 16.7 million victims of identity fraud back in 2017. It’s a record-high considering the record the year before.
If you’re running a business, you need to secure sensitive information as much as you can. You need the safest way to mail important documents to both clients and other employees.
This ensures that important company information doesn’t fall to the wrong hands. Good, reliable communication is essential when it comes to engagement and people management.
Are you ready to learn how to secure your documents? Read on and find out more:
1. Don’t Send Your Sensitive Documents Over Email
Emails seem private enough, especially when you’re sending the emails within the company. But the truth is that you don’t have control over your recipient’s server. That means it doesn’t matter whether you send your attachment over the most secure HTTPS connection.
If your recipient uses an unencrypted HTTP connection, they download your email attachment without the right security measures. This is especially the case when your client or employee uses a public Wi-Fi network.
2. Encrypt the Files You’re Transferring Digitally
There are a lot of tools that you can use to encrypt your files. Some of them are as simple as an archiver app that lets you create password-protected archives. Make sure that they have at least AES-256 encryption.
You might still need to give your recipient the password to your encrypted archive. But when you do, ensure that you don’t send it over email. If you do, it defeats the purpose of encryption since they’ll know the passwords anyway.
3. Make Backup Copies
When you’re transmitting actual paper copies of your documents, you need to do yourself a favor and copy them beforehand. This ensures that you won’t lose any crucial information if they get lost in transit. There are a few ways to go about this—photocopying and scanning them into image or PDF files are some good solutions.
If you’re opting for the latter, save them on your personal PC as well as a flash drive.
4. Hand Delivery is the Best Option
Corporate espionage is rampant these days and will do anything to get their hands on your sensitive documents. If you deliver your document in person, that leaves no chance for anyone to intercept it while in transit. It will take a lot of effort on your part, but delivering it to at least their assistant or receptionist is worth the effort.
5. Mail Your Documents
When it comes to delivery, it’s still pretty secure and is the best second option for security. This is especially important when your recipient is outside your location. Your documents aren’t likely to get eavesdropped on since it’s wrapped using an envelope.
Another layer of protection is the fact that it’s illegal to open someone else’s mail in the United States. It won’t deter a criminal, but having laws against it will at least punish them if they’re caught.
Even so, there are times when the documents get lost and damaged while they’re getting mailed. To prevent untoward loss, you should send your backup copies rather than the original. Consider using some sort of delivery or signature confirmation service.
You can ditch the U.S. Postal Service and use delivery services like FedEx or UPS. For more information about proof of certified mail delivery, read this resource. This shows the procedure on how to ask for mail delivery from the USPS.
6. Check Your Fax Line on a Regular Basis
Faxing documents is relatively secure, as long as you and your recipient’s line isn’t tapped. That ensures that your transmission isn’t intercepted by the identity thieves. But you need to make sure that your fax recipient’s number is correct.
There are a few downsides when using fax for mailing accountant papers. The main drawback is the fact that documents you fax can be difficult to read. The last thing your recipient wants is to sit for long time periods whether a number in your document is a six or an eight.
They might end up taking more time to call you for clarification. Longer documents and those that have information on both sides of each page might not be ideal for faxing.
7. Use an Encrypted File-Sharing Service
If you want to send documents securely, another good means is to use file-sharing services. There are a lot of providers that offer encrypted transmissions for file sharing. Dropbox is great if you want to set up a shared folder for both your clients and employees.
Any file put in that folder will travel to Dropbox’s servers in an encrypted manner. This will transmit to both your Dropbox Folder and your recipient’s. It only becomes unencrypted when transferred using the Dropbox mobile app.
This is a big problem when the document has sensitive information. But in any case, that means you now have a copy of your own files on a trustworthy server. You can place a lot of trust in this service and its security.
If you want convenience, you can always put the file in your own public Dropbox folder. Send the link to your recipient while ensuring to add an “s” at the end of the “http” if it isn’t already. You can delete it as soon as they get it downloaded.
Try the Safest Way to Mail Important Documents Today!
There are a lot of ways for you to send secure documents to both your clients and employees. But if you want the safest way to mail important documents, you need to deliver it in person. Otherwise, you can always use this list to ensure that you send tax returns by mail without worrying about identity theft.
Do you have an idea that you want to patent? We’ve got you covered there too. Feel free to read this guide here and learn more tips about the patent process.