How do I send documents by email securely?
Transmitting information related to your company, your projects or your employees is not a trivial act. During email exchanges, malicious individuals can intercept information and harm you. To address this central problem of data confidentiality, discover in this article how to set up an appropriate process to send your documents by email in a secure manner.
What types of documents should I send by email?
Email is a versatile channel because it can be used to send a wide variety of documents. These can be images, work files, spreadsheets, or meeting minutes. However, it should be noted that confidential documents such as contracts or financial data may also pass through this method.
The question of data risks must then clearly be raised. Ask yourself where the information is after it's sent and how it's used. Based on this examination, well-defined risks may arise, such as breaches related to the storage medium, unauthorized access or even the unintentional sharing of information following an email being sent back to the wrong recipient.
How do I send a document by email securely?
To protect yourself from data loss or hacking attempts, we recommend following a simple five-step process. With it, you can streamline and secure the sending of documents by email.
1. Use a password to protect the document
The first thing to do is to act in advance. Before sending your document (PDF, Word, etc.), it is crucial to protect it with a strong password. Most software can help you during this step, because they offer this feature.
Your interlocutor should then be able to open the document. You must therefore provide him with this password, but it is essential to do so by following certain best practices. Therefore, never include the password in the body of the email. Instead, use a separate communication channel, such as a text message, phone call, or encrypted messaging application, to avoid being intercepted during the transfer of information.
2. Compress and encrypt files
When sending several documents simultaneously, group them together in a compressed archive using specialized software (WinRAR or 7-Zip). When creating the folder, enable the encryption option and set a strong password.
This method has a double advantage: compression reduces file size for faster sending and encryption secures data.
3. Use a secure transfer solution
For the most sensitive documents, opt for services that are specifically designed for the secure transfer of files. Solutions such as WeTransfer (opting for the Pro version that includes encryption) or FileVert offer advanced security features, such as encryption and password protection.
You can also use secure collaborative platforms like Wimi. This all-in-one solution includes file sharing tools for businesses with transparent end-to-end encryption, ensuring that only the sender and receiver can access the content.
4. Verify the recipient address
A careless mistake can have serious consequences. Before clicking “Send”, always take the time to check the recipient's email address. A simple typo can direct your document to an unauthorized person and cause potentially critical information to leak in seconds.
To avoid such a situation, it is possible to copy and paste the email address to avoid typing errors. You can also use an address book, which eliminates the need to enter addresses manually every time you send them.
5. Remove sensitive metadata
Documents often contain metadata, which is hidden information. These can be of various nature: name of the author, history of modifications, location, date of creation, etc. However, this information can be exploited for malicious purposes.
Therefore, it is essential to delete them before sending a document if you want to increase the security of information transfer. Some software offers this functionality. On Microsoft Word, for example, you can “Inspect the document” (accessible via the “File” tab) to identify and delete this metadata.
How do you train employees in good security practices?
Training your employees in good security practices is essential to protect your business from cyberattacks and data leaks. A few tips can help you effectively raise awareness among your teams.
- Start by setting up a clear and concise security policy. Define best practices for using passwords, browsing the Internet and, of course, sending data by email. Take the opportunity to explain in detail the risks associated with non-compliance with these rules, such as phishing, malware, and data leaks.
- Conduct regular online or in-person training on security best practices. Use concrete examples and scenarios to clearly illustrate the risks and the right behaviors to adopt.
- Make employees specifically aware of best practices for sending data by email. They should learn to encrypt an email, use a strong password, verify the recipient's email address, and never send sensitive information through personal accounts.
In addition to the training, we encourage you to adopt a secure collaborative solution like Wimi. Your team will thus be able to work together in a fluid, efficient and peaceful manner. With this tool, you store and share end-to-end encrypted documents on servers located in France. In addition, you define permissions in a granular manner via access control and improve traceability through version history.
By combining training with the use of a secure platform like Wimi, you strengthen the security of your data while improving team productivity. In this way, you create a collaborative, efficient and secure working environment.
