PRVC
Secure File Sharing
For most, secure file sharing is an afterthought. After you accidentally sent an important doc with your SSN to the wrong recipient. Omg! What do I do now?
Let’s say you need to send a file securely, but are unsure whether email or another method would be more efficient. Where do I begin?
Secure file sharing via email route:
If your first choice was email for secure file sharing, this is an unwise choice for several reasons, the foremost being security. Unless you utilize an encrypted email service, your sensitive files are exposed once sent. Waiting for the recipient to drop the ball and leak data, whether intentional or not.
The second reason is wasted space. File attachments eat up valuable space on both ends. The senders (sent folder) and the recipient’s inbox, to be specific. Over time, this space adds up and can cause issues if left unchecked. Especially if you’re regularly dealing with large files.
If you insist that email is your choice, please consider using a service with decent encryption to protect your data. Assuming your free email provider is looking after your sensitive data would be a mistake. As the saying goes...if you’re not paying for the service, you may be part of the product. By this I mean using ‘free,’ they can review your usage, scan your messages for keywords and similar to provide you with relevant ads based on your interests detected within your inbox.
The third reason email is a poor choice is that there is no recall. Once your file is sent via email, it’s gone. If you realize a mistake, too bad. If you sent the wrong file or selected the wrong recipient, also no dice, you're SOL.
This brings us to the next best option...
Secure sharing via file link route:
By creating a file-sharing link, you can manage both the recipients of your files and the duration of access. There are numerous excellent options for secure file sharing. I use an encrypted email service called Proton, which allows me to email files securely or share a link through the associated file storage. If you are a business and prefer to stay on brand, this service may not appeal to you as they currently do not allow for link branding. Proton, if you’re reading this, please consider CNAME mods for business customers :)
If you’re pressed for time and absolutely must send a file via your free Gm*il email account, then try this. First, go to Go*gle Docs and upload your file. Create a share link and include that link in your email. You can then delete the link or render it private, thereby severing link sharing after the recipient confirms receipt.
*Instructions to follow in our knowledge base.
How to collect secure data?
This will be covered in our next article. But if you run a small business or are a professional, which handles sensitive information (i.e. CPA, lawyer, financial planner, etc...) that may include clients’ personal finance, credit cards, SSN, or passwords, this is for you!
You’ll notice I mentioned passwords above. Once you create a secure way to send/receive data securely, it doesn’t need to be strictly file exchange. It can be simple text such as username/password.
Let’s say you’re a web designer/developer and your client pulls a “I have no idea what DNS is, let alone how to modify it. Can you do it for me? I’ll send you my login info *** (registrar).”