Are you sending sensitive information securely?
For as long as one can remember, the transfer and sharing of documents has been an essential part of the workplace routine. We send envelopes through mail, we save attachments via emails, we pass paper copies of signed forms from one department to another.
Unsurprisingly, this process has taken a digital turn. There are some perks to going digital:
The turnaround time is instant. Whether you are sending a signature from one end of the office to another, or sending it off to another continent, the communication tools we can apply in the 21st century allows us to have instant communication.
Less clutter. Physically, at least. E-filing makes it easy for employees to organize and update files where needed.
Less room for human error. Thanks to handy programs like Excel and Grammarly, there is a lower chance of making clerical mistakes in calculations and spelling in your documents.
On the other hand, there are downsides to going digital. Going about sending documents through a cyber space can be risky when your documents are not protected properly. Here are some ways to ensure that your documents are securely saved and transferred efficiently.
Add a password to your PDF files. Add a layer of protection to your PDF documents - one of the most popular file formats in the office space - by adding a password. Only share the password with those who have permission to read the document.
Customize your sharing permissions. A popular feature on platforms such as Google Docs, this tool allows for certain users to edit documents while allowing others to view only. This prevents users from outside your business network to modify your documents without permission.
Research digital signatures. Digital signatures have specialized technologies attached to this function in programs such as Adobe sign. It prevents the wrong users from editing, plagiarizing, and even accessing the document once a signature is added.