A step towards safety and security.
Whether you are sending legal documents, invoices, lab workouts, or any other important document, delivering services is one of the best ways to mail confidential documents. They offer a same-day courier service to ensure that your documents arrive safely and on time. If you own a business, you must protect sensitive information as much as possible. You require the most secure method of sending important documents to clients as well as other employees. Find out the safest way to mail important documents.
The internet has transformed how we interact and communicate with the rest of the world, and it has also made us more susceptible to security breaches. Cyber-attacks are becoming more common, which is why there is a growing interest in developing the safest way to send sensitive papers such as banking or PII (Personally Identifiable Information). Even if you are not concerned about a cyberattack, sending your most important documents via regular offline mail is still a good idea. The best option is to use a courier service; however, there are many options for sending documentation by mail, briefly quoted in this blog.
What is the safest way to mail important documents?
Have you ever wondered why it is critical to send your documents securely? This may sound a little archaic, but transportation is a critical issue in today’s digital world. Nobody wants to deal with lost or damaged documents, whether sensitive medical or financial files, classified documents, or even photographs or videos. It would be best if you always considered the possibility of losing, compromising, or damaging your data before proceeding.
Do Not Send Sensitive Documents Via Email
Emails appear to be private enough, especially when sent within the company. However, the truth is that you have no control over your recipient’s server. That is, it makes no difference whether you send your attachment via the most secure HTTPS connection.
If your recipient connects to the internet using an unencrypted HTTP connection, they will download your email attachment without the necessary security measures. This is especially true if your client or employee connects to a public Wi-Fi network.
Create Backup Copies
When sending physical paper copies of your documents, do yourself a favor and make a copy ahead of time. This ensures that you will not lose any important information if it is lost in transit. There are a few options for this, including photocopying and scanning them into image or PDF files. If you choose the latter, save them on your personal computer as well as a flash drive.
Mail Your Documents
It is still fairly secure when it comes to delivery and is the best backup option for security. This is especially important when your recipient is located outside of your area. Because your documents are wrapped in an envelope, they are unlikely to be eavesdropped on.
Another layer of security is that it is illegal in India to open someone else’s mail. It will not deter a criminal, but it will at least punish them if they are caught. Even so, there are times when documents are misplaced or damaged while being mailed. To avoid unintended loss, send backup copies rather than the original and consider using some delivery or signature.
Make use of an Encrypted File-Sharing Service.
Another option for securely sending documents is to use file-sharing services. Numerous providers provide encrypted transmissions for file sharing. Dropbox is ideal for creating a shared folder for both clients and employees.
Any file placed in that folder will be encrypted as it travels to Dropbox’s servers. This will send the data to both your Dropbox Folder and the recipients. Only when transferred via the Dropbox mobile app does it become unencrypted?
Digitally encrypt the files you’re transferring.
You can encrypt your files using a variety of tools. Some are as straightforward as an archiver app that allows you to create password-protected archives. Ascertain that they use at least AES-256 encryption.
You may still be required to provide your recipient with the password to your encrypted archive. But, if you do, make sure you don’t send it via email. If you do, it defeats the purpose of encryption because they will already know the passwords.
The best option is hand delivery.
Corporate espionage is rampant these days, and they will go to any length to obtain your sensitive documents. If you deliver your document in person, there is no way for it to be intercepted while in transit. It will require considerable effort on your part, but delivering it to at least their assistant or receptionist is worthwhile.
Regularly check your Fax Line.
Faxing documents is relatively safe as long as neither you nor your recipient’s line is tapped. This ensures that identity thieves do not intercept your transmission. However, you must ensure that the fax recipient’s phone number is correct.
There are a few drawbacks to using fax to send accountant documents. The main disadvantage is that faxed documents can be challenging to read. The last thing your recipient wants to do is sit for long periods to figure out whether a number in your document is a six or an eight. They may end up calling you for clarification, which will take more time. Longer documents and those with information on both sides of each page may not be suitable for faxing.
There are several methods available for sending mail. However, the most secure method of mailing important documents ensures that your documents remain private and confidential. If you cannot deliver the mail in person, you can use some of these methods and avoid the risk of hacking or other cyber threats.