How to Send Documents Securely via Email

Expert Tips and Best Practices

Document security is critical, especially when you are sharing them via email. As data breaches and cyberattacks become increasingly common, it is crucial to understand how to send documents securely via email.

Whether you are sending sensitive business contracts, legal documents, or personal information, by following the methods and best practices outlined in this guide, you can send documents securely and confidently, protecting your sensitive data and maintaining the trust of your clients, partners, and associates.

Ways to Sign and Send Documents Securely and Confidently

1. Electronic Signatures: Electronic signatures have gained widespread acceptance in the business world. They provide a secure way to sign and send documents without physical paperwork. Tools like RSign, for instance, allow you to eSign documents securely.
2. End-to-end Encryption: Consider using email services that offer end-to-end encryption, such as RMail. These services encrypt your emails from sender to recipient, ensuring that even the email provider cannot access the content.
3. Secure File Transfer Services or Document Control Services: Platforms like RDocs allow you to upload files securely and share them with the intended recipients. Remember to set strong passwords for access and limit the link's expiration time for added security.
4. Password Protection: Password-protect your documents before sending them via email. We'll delve deeper into this in the next section.

How to Password Protect Your Files?

Password-protecting your files adds a layer of security to your documents, even if they end up in the wrong hands. Here's how you can do it:

1. Microsoft Office: If using Microsoft Office applications like Word or Excel, you can password-protect your documents easily. Go to 'File,' then 'Info,' and choose 'Protect Document.' You can set a password for both opening and editing the file.
2. PDF Documents: You can set passwords to restrict access and editing. Open the PDF, go to 'File,' then 'Properties,' and select the 'Security' tab.
3. ZIP Archives: If you are sending multiple files, consider compressing them into a ZIP archive and password-protecting the archive. Most operating systems provide built-in support for creating ZIP files with password protection.
4. Third-Party Encryption Software: You can use third-party encryption software to encrypt your files before attaching them to an email.

Alternate Way:

For organizations dealing with multiple emails daily, it becomes an extra checklist to follow before sending an email. In most cases, it is time-consuming for the IT security teams. 

With security solutions like RMail and RSign, there is no hassle of switching apps and checking off a list. RMail intuitively detects the security level of your recipient and protects your document with AI-infused security. It sits right within your inbox and ensures that your email travels encrypted from your inbox all the way to the recipients'.

Furthermore, RSign comes in handy when sending eSign requests. It is as simple as uploading, inserting input fields, and sending it out. It is encrypted, secure, and offers a guided experience for the entire workflow until the document is successfully signed.

What Is the Importance of Sending Documents Securely via Email?

Sending documents securely via email is not merely a best practice; it's a necessity for several compelling reasons:

1. Data Privacy: Protecting sensitive information is paramount. Secure document sharing prevents unauthorized access, safeguarding sensitive data from cybercriminals.
2. Legal Compliance: Many industries and regions have strict regulations on data security and privacy. Failing to send documents securely could result in legal repercussions and fines.
3. Professionalism: Secure document sharing reflects positively on your professionalism and commitment to your clients or partners. It fosters trust and confidence in your business relationships.
4. Business Continuity: Data breaches can disrupt business operations, leading to financial losses and damage to your reputation. Secure document sharing helps ensure business continuity.

What Is the Easiest Way to Send a Secure Document via Email?

1. Secure Email Services: Platforms like RMail are user-friendly and provide built-in, AI-powered security to encrypt emails while in transit as well as when they reach the recipient’s inbox. It also allows secure file sharing. So, investing in secure email services is your safest bet.
2. Email Encryption Tools: Consider using email encryption tools that integrate seamlessly with your existing email client. These tools often require minimal technical expertise to set up. For example, RMail sits right inside your existing email providers like Microsoft Outlook or Gmail.

Remember that while these methods are cost-effective, they still require diligence and proper implementation to ensure the security of your documents.

FAQs

Q: What if the recipient doesn't have the same secure email service I'm using?

Most programs require recipients to have the same service provider installed, while some like RMail, RSign, or RDocs don’t. Your recipients can access their emails, attachments, eSign forms, or rights-protected documents anywhere and anytime without any installations or logins.

Q: Can I trust third-party file transfer services with my sensitive documents?

Reputable file transfer services employ encryption and security measures. They provide compliance with most regulations like GDPR, HIPAA, etc. However, it's essential to read their privacy policies and terms of service to understand how they handle your data.

Q: Is it safe to send sensitive documents via regular email with password protection?

While password protection adds security, regular email services may not provide the same level of encryption as dedicated secure email services. It's a good practice to combine password protection with a secure email service.