How To Securely Share Files Online

Privacy is one of the most important things that people consider, especially when it comes to working. No one doesn’t want anyone to copy their original file or get it passed around without their permission. It is one’s intellectual property, and it can be illegal if someone copies it. 

Although everyone wants to make files secure and safe, it might be taxing to share them individually. Cloud file transfer is a solution that’s more convenient to use in sharing files, because you eliminate the trouble of sending many times. 

So how can you make sure that you are following right way for secure file sharing for accountants? Read on to find out.

1. Add An Electronic Signature

An electronic signature is a virtual signature in the stead of a handwritten signature. This is a legal way to secure files and ensure your consent to edit electronic documents or files. There’s a lot of electronic signature makers online that you can use for this. You may also scan a handwritten signature and convert it into an electronic file. In this manner, you’re sure that others will not use your work. Placing a date is also crucial in making an electronic signature.

2. Restrict Editing

This is an excellent opportunity if you’re the last one who’ll review or check the papers. Restricting editing will prohibit other users from changing some of your ideas and making these their own. This feature is available in many file-sharing applications. It may also be present in the document you’re working on. 

3. Convert The File

There are different file formats when working with a document. 

• JPEG (Joint Photographic Experts Group)

This file is commonly used for digital images. It removes unnecessary visual materials. 

• PNG (Portable Network Graphics)

This file is highly used for enhancing photos yet still retaining their original image. 

• GIF (Graphics Interchange Format)

This refers to moving photos or animation. This is a popular type of interactive animation. It’s even used in video and GIF-powered robots today. 

• SVG (Scalable Vector Graphics)

This file type is highly recommended when dealing with vectors or geometric shapes. This is also good for displaying posters, logos, and slogans. 

• PDF (Portable Document Format)

This file format is used for online documents and printing. This prohibits the file from changing its format when it’s used on a different platform. Some online applications cannot convert a pdf file to other file formats, especially when the file is too large. In this way, you reduce the risk of your file being edited online. 

Using this format also allows you to add a watermark that can immediately inform someone that it’s a private file.

4. Restrict Access

There are a lot of applications online that you may download to store your file. These have various settings that allow sharing or restricting the link.

1. ‘Share Anyone With The Link’ is an option that allows more people to have access to your file. Once you send this link, this may be forwarded to various groups you may be unaware of.
2. On the other hand, “Restricted” is a more secure option for your files as it allows you to be determine who can see the file. You can also designate them as editor, one who can access, and owner.

* Editor

This person has access and may edit your file online, but you’re still considered as the owner of the document. The role of the editor is to review the file and edit content. 

* One with Access / Viewer 

This person can only view your work, but can’t edit the file. This would be great for a presentation for them to see your work. 

* Owner 

Automatically, once you upload your file, you’re considered as the owner of the file. You can edit and access the file with no hassle. You’re also the one to determine the persons who can see the file. This may be done through their email addresses.

5. Pick Someone Trustworthy

In working with files, avoid sending them to persons you don’t know. Send your file to individuals who are worthy of your trust. In business, many ideas are stolen by coworkers selling the company’s concept to other companies for a higher price. This results in a major downfall of the company and wasted work of the employees. Once other companies get to the files, you have no choice but to start the job all over again and begin with scratch.

6. Educate

The fastest way to secure file sharing is to educate your members.  Training your group on how to share files securely will reduce the risk of data breaches and reduce your worry.

Conclusion

Always remember that files are a vital part of any business and must be handled with proper care. Fortunately, there are ways to ensure files are shared within the organization securely.