Sharing and sending files over the internet is an essential part of daily business and personal communication. However, with the rise in cyber threats such as data breaches, phishing attacks, and hacking attempts, securely sending sensitive information online has become a critical concern. Failing to take the right precautions can expose personal information, financial data, intellectual property, and other confidential items to potential threats.

In this post, we’ll cover best practices and methods for securely sending sensitive documents and files over the internet, ensuring that your information remains safe from unauthorized access.

Understand the Risks of Sharing Sensitive Information

Before discussing the technical solutions, it’s important to understand what can go wrong when sending sensitive information over the internet. Cybercriminals can target unprotected communication channels to intercept sensitive files and data. Email, especially when not encrypted, is vulnerable to interception. Even cloud services can sometimes suffer from breaches or unauthorized access if permissions are not set up properly.

Sensitive information includes personal data (such as social security numbers, health records, or personal addresses), financial information, trade secrets, intellectual property, and anything that could lead to fraud, identity theft, or other forms of harm if accessed by unauthorized parties.

Use Strong Encryption for Sensitive Files

Encryption is one of the most effective ways to protect sensitive documents. It transforms readable information into an unreadable format that can only be decrypted by the person who has the correct decryption key. 

There are two types of encryption to consider when sending sensitive information:

1. End-to-End Encryption: This ensures that the file remains encrypted throughout the entire transmission process, from sender to recipient. Only the recipient can decrypt and access the file, preventing third parties from intercepting it.
2. Encrypt the file before sending: If you’re sending a document via email or cloud storage, it’s a good idea to encrypt the file itself before uploading or attaching it.
   Tools like VeraCrypt, 7-Zip (with AES-256 encryption), or AxCrypt allow you to encrypt your files before sending.

Make sure to share the encryption key with the recipient through a separate communication method, such as a phone call or via a secure messaging app.

Secure Email Solutions

While email remains one of the most commonly used tools for sharing documents, standard email platforms are not inherently secure. If you’re sending sensitive files, consider these options:

• Secure Email Services: Email providers like ProtonMail and Tutanota offer end-to-end encryption by default, making them excellent choices for sending confidential files.
• PGP Encryption: If you prefer to use standard email services like Gmail, you can enhance security by using Pretty Good Privacy (PGP) encryption. PGP allows users to encrypt both emails and attachments, but it requires setup and key management.
• Password-Protected Attachments: For less technical users, sending password-protected attachments is an option, though it’s not as secure as encryption and requires manual setup.
  
  
• Securely Share a File in Microsoft 365 via Email: Microsoft 365 allows you to share files securely through email using OneDrive or SharePoint. Instead of sending the file as an attachment, upload the document to OneDrive or SharePoint and share a secure link through your email.
  
  You can set permissions to restrict access to specific recipients and adjust options such as view-only or edit access. Additionally, enable password protection and set expiration dates for the link to further safeguard sensitive files. This ensures the file remains secure while being shared over email.

In any case, avoid sending the encryption key or the password over the same email thread to mitigate the risk of interception.

Leverage Encrypted Cloud Storage Solutions

Cloud storage is another convenient way to securely send and share sensitive documents, especially when collaborating with others. However, not all cloud storage providers offer the same level of security. To safely send documents through the cloud, consider using providers that offer encryption and strong security protocols:

• Dropbox with Boxcryptor: Dropbox is a popular cloud storage service, but to add an extra layer of security, use Boxcryptor. It encrypts files before they are uploaded to Dropbox, ensuring that even if the Dropbox server is compromised, your files remain secure.
• Google Drive with Encryption Tools: Like Dropbox, Google Drive doesn’t offer end-to-end encryption for its standard users. However, you can encrypt files before uploading them using third-party encryption tools such as Cryptomator.
• Tresorit: Both are cloud storage providers that offer end-to-end encryption by default, ensuring that only authorized users can access the files stored and shared.
• Microsoft 365 with Enhanced Permission Settings: Microsoft 365 is a widely used cloud solution for document sharing, and it includes built-in security features like data encryption and access controls.
  
  However, to securely share sensitive files, it’s crucial to correctly set up permissions. Use SharePoint or OneDrive within Microsoft 365 and set file-sharing permissions to limit access to specific individuals or groups. Ensure permissions such as read-only or edit access are clearly defined, and enable multi-factor authentication (MFA) for additional protection. Setting expiration dates on shared links can further enhance security.

By leveraging these cloud storage solutions, you can ensure that your files are transferred securely and only accessible to authorized recipients.

Enable Two-Factor Authentication (2FA)

No matter what platform or method you choose to send sensitive documents, always enable two-factor authentication (2FA) wherever possible. 2FA adds an extra layer of security by requiring not only your password but also a second form of verification (such as a code sent to your phone or an authentication app).

Even if a malicious actor gains access to your password, 2FA makes it significantly harder for them to access your account and the files you’re sharing.

Make Use of Secure Messaging Apps

For smaller file sizes or quick sharing of documents, using encrypted messaging apps can be a convenient and secure alternative. These apps provide end-to-end encryption for messages and attachments, ensuring that only the sender and recipient can view the contents. Popular secure messaging apps include:

• Signal: An open-source messaging app that provides robust end-to-end encryption for both messages and file transfers.
• WhatsApp: While also encrypted, it’s owned by Facebook, which may raise privacy concerns for some users. Nevertheless, it remains a widely used secure communication tool.
• Telegram: Another secure option that offers self-destructing messages and encrypted file sharing via its “Secret Chats” feature.

These apps allow you to securely share smaller documents without the need for additional encryption or passwords.

Best Practices for Safeguarding Sensitive Information

In addition to using the right tools and services, adopting good security habits is crucial to ensuring that your sensitive files remain protected:

1. Always Use Strong, Unique Passwords: A strong password is your first line of defense. Avoid reusing passwords across multiple platforms, and consider using a password manager to keep track of them.
2. Regularly Update Software and Tools: Cybercriminals exploit vulnerabilities in outdated software. Ensure that your encryption tools, messaging apps, and email services are always up-to-date with the latest security patches.
3. Educate Recipients on Security: The recipient’s behavior is just as important as your own security practices. Make sure the person receiving the sensitive documents understands the importance of encryption, password management, and other security practices.

Final Thoughts

Securely sending sensitive documents and other electronic items over the internet doesn’t have to be risky, but it does require a strategic approach. By using encryption, secure file-sharing platforms, cloud storage solutions with end-to-end encryption, and best practices for safeguarding information, you can protect your data from cyber threats and unauthorized access. Remember, the responsibility of protecting sensitive information lies with both the sender and the recipient—working together to ensure data remains secure at every step of the transfer process.

About Horn IT Solutions

By partnering with Horn IT, you’re choosing a team of dedicated experts that will help drive your business forward. From advanced cybersecurity monitoring to strategic guidance in the cloud and disaster recovery solutions, our comprehensive approach to IT empowers your business’s success.   

Contact Horn IT today to explore how we can elevate your business.