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If you have important information to share, you need to take steps that it is sent safely and securely. There are things that you need to take care of if you don’t want to run the risk of your information being stolen, corrupted or simply lost. Here are five ways to make sure that your information is sent safely:
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1.Update Your Browser
One of the first things that you should do before sending any information online is to ensure that your browser is updated. No matter if you are using Internet Explorer, Firefox or Chrome, an updated browser is the first step to making sure that your files are secure. If you fail to update your browser, the manner in which your files are displayed can become damaged. If you aren’t set up for automatic updates, make sure to visit the browser’s website periodically to find out if you’re using the latest version.
2.Scan Your Computer
Your computer should be scanned for viruses, spyware and malware at least once every week. If you fail to scan your computer and remove viruses and other infections, you can send them along with your files, effectively damaging someone else’s system. If you send important files online frequently, you should be scanning your system daily. The easiest way to accomplish this is to set up an auto-scan that will take place at a certain time each day.
3.Save in the Correct Format
You never know what type of software your recipient will be using to open your document. Avoid saving your files in unusual formats like ZIP. Instead, stick to the most commonly used file types: DOC, RTF, PDF, HTML, ODF, TXT and DOCX. If you save your files in another format, you won’t be sure that your recipient will be able to read the information that you’re trying to share.
4.Utilize File Sharing
Instead of sending important information via email, consider uploading important documents to a file sharing site. Storing your files remotely will ensure their security and allow you to grant access to anyone you wish. By sending your recipient a link and a password, you can be sure that the information will reach them quickly and easily. Once your recipient has viewed your document, you can change its password protection or remove it from the site entirely.
5.Ask for Confirmation
Any time you send information online, you should ask for confirmation of receipt. Most email programs allow you to do this and file sharing sites almost always offer this option. By asking for receipt confirmation, you can be sure that your file has been received by the intended party. If you are unable to ask for online confirmation, make a quick phone call and ask if your information has been received.
Never assume that the information you choose to share will be received safely by your recipient. If you need to ensure the security of your information, you must take the five steps above. Without completing these steps, you are running a very real risk of sending corrupt files and harming someone else’s system.
Pete Namon writes for a tech blog and suggests learning how to securely send files online.