5 Tips for Secure Document Transfers

1. Use a secure document transfer tool

Not all document transfer tools are created equal. When looking for secure document transfer online tools, make sure that they provide these features: 

• Encryption – The content is converted into codes that can only be deciphered with the appropriate decryption keys.
• Secure protocols – Secure communication protocols like HTTPS (hypertext transfer protocol secure) for web-based transmissions and SFTP (Secure File Transfer Protocol) for file transfers add an extra layer of protection.
• Authentication – Passwords, usernames, multi-factor authentication, and digital signatures ensure that documents are received only by the intended recipients. 
• Access controls – Restrictions on who can view, edit, or download documents apply to maintain confidentiality.
• Audit trails – A record of document transfers, including who accessed the documents and when, helps monitor potential security incidents.
• End-to-end encryption – The document remains encrypted from sender to receiver.
• Data backup and recovery – Documents remain accessible and available in case of natural disasters, cyberattacks, system failure, and other unfortunate incidents.
• System monitoring and risk analysis – The document transfer tool must be continuously monitored for vulnerabilities. Regular testing must also be done to prevent security mishaps.
• Compliance – The secure document transfer solution complies with relevant regulations such as HIPAA or GDPR and security standards such as PCI-DSS and SOC 2.

2. Regularly patch and update software

Security patches and updates address vulnerabilities and enhance the overall security of your system. The Verge reports on the MOVEIt cyberattacks, one of the biggest data thefts in 2023. A vulnerability in the enterprise file transfer tool MOVEit Transfer permitted cyber attackers to execute arbitrary code and commands. MOVEit Transfer released a security patch, but SecurityTrust says that some organizations using the service did not promptly apply it, compromising millions of individuals’ data.

3. Use secure file attachments

When sending documents via email or fax, encrypt or password-protect sensitive documents. You might be tempted to write your message in plain text within the message body since this is faster. However, doing this may expose sensitive data to unintended recipients. Use a secure document-sending tool with encryption or passwords for file attachments.

4. Train employees in best practices 

Staff training is the best complement to your secure document transfer tools. Get training from proven security and privacy specialists to gain updated knowledge on the latest best practices when transferring files. You can also request training on HIPAA technical, security, and administrative safeguards.

5. Review and update policies

Do you have security and privacy policies related to file sharing? It’s the best time to create or review these policies. Technology changes, and new threats emerge. If your organization values data privacy and security, you must maintain a proactive posture. Take pre-emptive action before a security incident or data breach could happen.