PlanetVerify provides companies with an encrypted document sharing solution that helps companies secure and streamline their document flow.
Encrypted document sharing is vitally important for businesses today. Cybercrime is on the rise and companies today are exposed to a world where cyber criminals are continuously finding new and unique ways to break through company networks. At the end of the day, a company’s security network is only as strong as its weakest link – which, for many, is at the point where documents are shared. Many companies today are still using legacy tools like email for sharing documents – which is a high risk behavior. 90% of all security breacher begin with an email so it is high priority for companies to implement encrypted document sharing solutions.
PlanetVerify provides companies with an encrypted document sharing solution that helps to secure and streamline the document collection process – as well as ensuring full data compliance.
First things first, what exactly is meant by encrypted document sharing? Encryption is the process of converting information or data into a secret code via algorithms. Encryption is performed on data to ensure that only the intended recipient can access the data. If an encrypted message was intercepted by an unauthorized or malicious party, then they would only see incomprehensible text. An encrypted message requires the use of a cryptographic key to convert it back into human readable text. In terms of document sharing, the way encryption is applied is by running the file through an algorithm that would scramble the data so it would not be readable to anyone other than the intended recipient.
Sharing documents today comes with a range of challenges. An overreliance on legacy and in-person document sharing has led to issues around efficiency, security, and even data compliance – leading companies to seek out encrypted document sharing solutions.
Security – The number one reason that companies are focusing on encrypted document sharing solutions is security. For many companies today, email is still the primary method of sharing documents. Email service providers like Gmail and Outlook do provide a level of encryption using a protocol called transport-layer security (TLS) – however there is no guarantee that the recipients’ email service provider will encrypt the message. Regardless of encryption, there are big security questions around email attachments and you risk opening the door to malware and other malicious files if the sender is relatively unknown. It is worth remembering that email was never built for the type of file sharing common in business today.
Client Experience – Client experience is another aspect of the document sharing challenge. If you share documents with clients in an unsecured or ad hoc fashion, you might be putting the client relationship at risk. Clients today are increasingly security-conscious and expect that a level of precaution and professionalism will be applied to the document sharing process. The days of sending sensitive documents to clients via email attachments are numbered. The traditional and somewhat rudimentary client portal can also leave clients less than impressed as they are required to manually download and upload documents into what is essentially a digital box to store documents in. Instead, clients expect on-brand, on-time, and highly secure document sharing processes that meet the level of technological sophistication they have grown accustomed to through the use of consumer-grade technologies in their daily lives.
Efficiency – Another important part of the encrypted document sharing challenge is efficiency. As you weigh up encrypted document sharing solutions, you must keep efficiency in mind as a key consideration. Document sharing solutions that are inefficient can have a major impact on internal productivity. File sharing is such an integral part of business today that a misstep here can have major productivity repercussions. For example, if your primary file sharing method is sending documents to clients via email, then you will quickly find that your team is spending countless hours each week sharing and collecting documents in a time-consuming, manual, and cumbersome way. Client portals that require constant manually document upload and download are not much better and will ruin your team’s productivity as you scale your business.
Access Rights – Permissioning is another key part of the document sharing challenge. As you share files with clients, you want to retain an element of control over who has access to the document. This level of control is particularly important for the more sensitive documents you will share.
Compliance – The encrypted document sharing challenge continues to evolve and one of the more recent changes we have seen is around data compliance. As you collect and share documents with clients, you must ensure that you do so in a way that is compliant with regulations such as GDPR, CCPA, and others. To keep compliant, companies must follow certain procedures around the way personally identifiable client information is collected, stored, and managed.
With over 120,000 users, PlanetVerify is used by companies around the world to collect, manage, and share sensitive client files and information.
As you weigh up any potential investment in encrypted document sharing software, there are a number of key features and considerations to keep in mind.
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