We all use different types of documents all the time. It could be anything starting from a real estate purchase agreement to a shopping list for Sunday dinner. But an essential step for everyone is to keep documents safe no matter the method you exchange them.
Let’s find out more about docs security. You need to understand why their safety is your priority and how to make sure you wouldn’t face any information leak or blackmailing.
The importance of the security of the documents
If you ask people how they exchange documents you will be impressed with a variety of methods. They may rely on clouds like Dropbox and Google Drive, email services, USB drives, and other physical and digital devices.
Actually, sending and receiving an email or fax from an iPhone is real nowadays. For instance, you can install a good fax application and use it instead of a traditional fax machine. A reliable fax app allows you not only to send and get documents of different formats but also to sign your docs with your fingers, track the history of operations, make quick shots, import files, etc.
But such a variety of options in faxing, emailing, etc. may confuse users. They literally forget about danger while using an iPhone or Internet browser. At the same time, ignoring security tips may cause different issues for your files:
– losing important documents (especially, if you store them in a single copy only);
– revealing sensitive information to a wide audience (for instance, medical records);
– sharing banking data with undesirable for you people;
– giving hackers precious faxes, emails, and other information that they may use against you.
Any of these situations will cause unwanted consequences for you. The simplest one is just a loss of important documents. Unfortunately, you may face much worse scenarios like hacking and even blackmailing. So you are interested in protecting your files as well as possible.
Thanks to modern technologies, you can secure documents and make your privacy safe. Here are several tips to reach the desired security level.
Tip #1. Make digital copies of your files
Having paper documents only increases your risks multiple times. For this reason, digitizing your files is the first step to level up your security. It’s way harder to lose access to information if you store it on virtual data storage devices.
You need to make digital copies of all pictures, documents, faxing materials, and other files that are important to you. For instance, upload your childhood pictures using a scanner, make a scan of your ID, property documents, etc.
Tip #2. Create strong passwords
You can protect documents just by adding strong passwords to your personal gadgets and accounts. This method seems to be so simple but it really works. You don’t even imagine how many people still use typical passwords like 12345 or qwerty and expect their data will be safe.
So make sure you have created good passwords. Use letters of upper and lower cases, numbers, and special symbols to make it strong. If you are afraid you can forget your password you need to use a safe method to save it without making an accent that this is your password.
Tip #3. Use two-factor authentication
If you use any software on your personal computer or app on your mobile device and it has 2FA then turn it on. This is a great feature to secure your logins and prevent data leaks.
Compared to a standard one-step entry to your personal account, you will make 2 steps. First of all, you have to enter your username and password. Second of all, you are required to confirm your entrance by a code sent to you on your iPhone or email. It is valid for a limited time only so hackers wouldn’t be able to hack your account without access to your phone or email.
Tip #4. Encrypt your documents
By encrypting your files you will add a layer of protection to your precious information. This procedure means that a specific encryption app will scramble your data and not let anyone access it without entering a password.
It is possible to encrypt fax, an email, a PDF, and another file. You only need to run pre-installed software on your computer or download an appropriate application from the App Store.
Tip #5. Make backup copies
Creating backups is a popular way to store your files. It means making a copy of essential documents and saving it on another device. So if something happens to your computer or smartphone, you can always recover your docs using the recent backup. Just select a good backup application in the App Store and follow simple instructions.
Anyway, you can find the best way to share documents or store files but additional protection is essential. Keep an eye on the following tips and secure your docs for your confidence in safety.