How to Send Documents Securely via Your Mobile Device

By | January 20, 2012

Most people are in the practice of sending and receiving documents via email. In the age of mobile phones, we can now receive documents while on the go. Businesses want to ensure that company sensitive data remains secure while transferring documents online. There are several new applications that ensure highly sensitive documents are transferred securely.

Documents that are transferred in clear text can be captured and data can be transmitted to a third party. The same is true for passwords. Data breaches occur when HTTP sites are not secure. HTTP with SSL encryption should be used to transfer sensitive data across networks. Banks often use this protocol. If data is not secured, the information can be intercepted by hackers at the stop intervals on servers when traveling over the Internet. Even MySQL and Telnet do not protect company sensitive data.

How to Encrypt Email

There are two ways to encrypt an email. The email can be encrypted at the email server and at the email client. Experts recommend that business owners encrypt the message during transmission and storage. A web-based client with a HTTPS login is one solution to this problem. When the browser is secure, a padlock will appear in the lower right hand side of the browser. Both Outlook and Thunderbird have the SSL encryption available.

PGP encryption is another method of data security. This method of data security requires digital certificates. Thawte, Ascertia and Comodo provide the user with private and public encryption key to send encrypted messages. Only people who sign up for the service with a public key can decrypt private messages.

Services such as Hushmail offer additional security features to assist secure document transmission. “Send” also allows a client to send and receive secure messages without creating a new email address.

These types of email clients are more intuitive to use than PGP encryption. Clients can easily convince others to sign up for these email protocols so that your company can ensure that the documents are sent securely. For larger files, other solutions are available. Many companies use FTP alongside SSL/TLS encryption to ensure that larger files are sent fast and secure. FilleZilla Server is one FTP client that handles larger files. This particular file on requires to install and configure.

Other online services allow clients to send documents securely without actually hosting an FTP service on a server. This includes ShareFile, Hosting 4 less, Microsoft’s SkyDrive or Box.net.

Content Raven is another application that allows clients to share confidential documents securely on mobile devices. The documents are compatible with iPhone, iPad, Android and Blackberry. Content Raven uses four different applications to accomplish this task. Content Raven will securely transmit video, Microsoft Office documents and PDFs.

The application works with businesses 24 hours per day and seven days per week to decrease the company’s risk for malicious attacks that may result in lost revenue. The application can not only send and receive securely, but also track the progression of documents as they travel through the business.

Why Do I Need an Encryption Device?

Clients that are not convinced they need encryption should try devices such as EffeTech HTTP Sniffer and SniffPass to determine how easy it is to hack into someone else’s passwords. After using this application, companies will recognize how easy it is to recover a person’s password and quickly move to a more secure network. Demonstrations such as these occur daily. Companies must communicate the importance of sending data securely, especially Social Security Numbers and other company sensitive data, that could compromise the integrity of the company.

Many physicians also share patient data via mobile phones and iPads. To keep patient data safe, it is important to use secure networks and email protocol to send documents. Compromised patient data could result in major lawsuits that could be detrimental to a small practice. Physicians in the practice of transmitting patient data via a mobile device should ensure that emails, networks and other web-based applications are encrypted according to HIPAA standards.

Conclusion

Sending documents securely is easy with the proper application. Web-based applications are preferred, because they do not require a server to transmit the data. Clients simply log onto the server and send documents securely almost automatically.

About the Guest Post Author

Tom Demers is a frequent contributor to a number of online publications from tech publications to senior care blogs like Assisted Living Today, a leading provider of news and information on senior living which features a database of assisted living properties, such as assisted living facilities in Texas.