Sending Your Data Securely:
What are the Options?
If you are working from home, the likelihood is you have a lot of files that you need to get to clients. Some might contain private client information, others might include some work, but either way, you need something reliable and secure. Here are a few of the best methods of sharing files securely.
If you happen to have a VA or someone working with you, but they need access to your social media accounts, emails, or well, most things, then take a look at LastPass. You can set up an account and grant access to your accounts without handing over a single password. That way if someone needs access to something, you aren’t jeopardizing your privacy, but still getting the job done. It’s protected with an SSL, and very secure.
Dropbox, a trendy choice as there are a lot of options about what someone can do with the file you have shared. You can allow them to edit, remove, download of view only. The data can only be accessed using the link you have sent out. If you have the Dropbox Pro, then you have the added security of a password-protected option, and you can set a link to expire in a specific time frame.
Faxing is a favorite way to send information quickly giving the recipient a hard copy for safe keeping. Make sure you are Fax GLB compliant as well as HIPAA, SOX and PCI if any of those sectors apply to what you are sending.
Small files can be sent via email and are usually very safe. You can add an extra layer of security by adding a password to open the file.
Cloud storage is a popular option. Usually encrypted, it can get data from one location to another in the blink of an eye and very safely. You and the person you are sending data to will both need access to the cloud via password authorization, so make sure that step has been taken care of. You can send rather large files this way too.
FTP, is hailed as the most reliable of data transfer systems. This one is for the slightly more tech savvy. Although it isn’t difficult to set up, first-time users might get a little lost. A step-by-step guide will help you navigate this. The perks of FTP are you can send pretty much an unlimited number of files, with almost unlimited size. FTP is likely going to be used more for website information, and sophisticated file systems and not really everyday use. Still, it is worth having in your arsenal. Learn to use it, before you use it. A misstep can have a severe impact on the files you were using.
No matter what type of file you are sending it is your responsibility to ensure its safety, encrypt everything you send and be sure to adhere to and legalities about those file types. Add passwords to all of your files too. Security of your data and the data you carry is a priority.
