In recent times, people, including businesses, have started appreciating the aspect of being able to send and receive documents electronically. Difficulties arise, though, when concerns relating to sending important documents electronically are raised. Legal documents, copies of personal identification, and financial records are some of the documents that have to be protected properly.
This article seeks to analyze just how secure mail documents online can be and what you need to do to execute it properly in the year 2025.
What Are Considered Sensitive Documents?
Personal, private, legal, and financial information are all sensitive in nature. Sensitive documents include:
- Legal contracts or agreements
- Medical records
- Social security, birth, and identification documents
- Bank statements and tax forms
- Employment and other records under the control of the organization.
Once the above documents are scanned, they must be guarded against online data breaches and unauthorized access.
Risks of Mailing Documents Online
Sending documents over the internet comes with certain risks, such as;
- Interception of data in the course of sending
- Phishing emails with fake document sending services
- Hosting security risks, including the storage of data on unencrypted internet platforms
- Absence of protective barriers that expose data over the internet.
Most of the document sending risks can be reduced or eliminated by using document sending platforms with adequate protective features.
How Reputable Services Protect Your Documents
With the blinding speed growth of technology, the safety of online mailing services has also improved remarkably, to the point where top-of-the-line companies adopt numerous techniques to ensure that their data is kept safe.
End-to-End Encryption
Encryption in transit, or SSL, allows the safe passage of documents in transit, where they are most vulnerable, from the moment a document is uploaded to the moment it is released to the designated recipient.
Two-Factor Authentication (2FA)
In regard to documents and accounts, additional protections can greatly reduce the chances for documents or the account that contains them to be gained easily, for example, multifactor authentication, where a code is sent and must be returned.
Data Compliance (HIPAA, GDPR, SOC 2)
Having HIPAA policies or the GDPR policies, because they are HIPAA policies of the US, and GDPR policies that apply to the entire EU, especially impose very stringent policies surrounding privacy and security, building much-needed trust.
Audit Trails and Delivery Logs
These Audit trails and monitoring features can prove to be very important in knowing the exact second a document was sent, opened, or received, which is very handy in legal and business matters.
Tips for Safely Mailing Sensitive Documents Online
These practices are important to follow, even in situations where services are deemed safe.
- Having a good track record and a service that has received a lot of reviews is very important.
- If it is possible, use a documented file that is password-protected.
- Before sending, make sure to verify the recipient’s email or postal address.
- For sensitive documents, instead of attaching them to the email, consider services that offer secure document links.
Final Thoughts
Can sensitive documents be mailed online and remain secure? Yes, if done properly. Along with basic online hygiene, using secure, compliant services, legal and confidential documents can be sent without worrying. In this day and age, posting documents online can be done securely and is sometimes faster and easier to track than printed documents.
Always bear in mind, however, that the platform chosen for the task, and the manner in which it is used, will determine the outcome.
