Emailing important documents is a cake-walk process, all you need to do is attach the file and click on the Send button. But what if you send the wrong file or attach sensitive documents of the company that you didn’t intend to? You may get into trouble. In this blog, we will discuss about why experts suggest to avoid emailing crucial company documents. What’s the Alternative.
Let’s discuss the issues we usually overlook when sharing confidential documents via email. Also, talk about an alternative that works perfectly well to share sensitive information.
Encryption Issue
Microsoft Excel, Word, or Adobe have features of automatic encryption, but many users are unaware of this in-built feature. But also if you use these encryption options, you will have to share the password with others and we all how unsafe that is! The files end up getting forwarded into hands they shouldn’t have. Sharing files over email along with the password also makes it very easy for hackers to get the information they want.
Wrong Email Address or Person
Sometimes human errors can cause irreversible damage too! You don’t need to get your account hacked as a simple typo error or sending an email to the wrong address can land you in trouble. For example, if you have two email addresses with the name of John, and one of them is your competitor or a person from a different team, you accidentally send the crucial email consisting of sensitive data to your competitors. This scenario can be disastrous to you and your team or company.
Mail Forwarding to Third-Party
Even after sending an email to the right contact, it doesn’t guarantee the safety of your data. This email can be forwarded to a third party or a competitor. You have no control over email forwarding. Using a dataroom to store and share data creates a layer of protection and allows you to manage the access permissions of the documents.
Hacked Email Account
Hacking is spreading like a virus. Online hackers wait for the opportunity, one mistake of yours gives them access to your account. As per the Avanan 2021 Global Phishing report, over 8% of phishing emails ended up in the user’s inbox.
Online attacks are growing rapidly, and hackers are getting advanced in stealing or breaching data from the users’ accounts. Even, a single click on a link can open the gate of opportunity for hackers. Hence, adopting a file-sharing solution becomes compulsory for users, and a secure data room can be the solution.
Virtual Data Room – Safe and Secure Solution for Sharing Files Online
A virtual data room is the simplest yet most effective and safest solution for online phishing problems. They follow necessary safety protocols that protect your files from being compromised. Moreover, the two-step verification feature gives an extra edge to security and helps in managing critical data.
From banks, private equity firms, legal firms, life science companies, and real estate companies, to law firms, VDR technology benefits all as it allows to store, share, and manage highly confidential information in large data sets.
A data room allows you to:
Upload as many files as you want in a secure and encrypted environment.Form teams and allow access rights using the role-based approach. Start sharing the data with team members in a highly secured manner. Use the customized report to track every move of the participants.
FirmsData offers this and many more features to make your life easier when it comes to managing the dataroom.
Ask for a dataroom demo today!
