When sensitive data and documents need to be shipped, security needs to be taken very seriously. It’s very easy for private information to fall into the hands of criminals and fraudsters if you don’t take precautions. If such a situation did happen, then your business’s customers could take legal action against you (and your industry’s regulatory body could fine you).

Fortunately, protecting data and documents during shipping is relatively straightforward. If it’s not something you’ve ever had to do before then you’ll no doubt have no idea where to start. Don’t worry though, this post has you covered.

Reliable Courier

One of the first things that you need to do if you are planning on shipping important data and documents is to find a reliable courier to work with. The worst thing that you can do is to use a courier who’s not well-regarded in the postal community. Once you have found a courier, you can drop your documents or parcels off directly at the closest post office (that they manage) to you. Make sure to get a price quote before shipping documents, so you can get the best deal possible.

Encrypted Devices

If you are shipping a device that has important documents stored on it, then you need to make sure that it is encrypted. Encryption stops unauthorized individuals from being able to get into devices. If you have no experience encrypting a device, then you will probably want to get in touch with an IT professional. An IT professional, ideally one who specializes in IT security, will be able to properly secure your devices. They may also be able to help you with other aspects of securing your devices and protecting your files.

Setting Password

Another thing you need to do if you are going to be shipping devices that have important and sensitive files stored on them is to set secure passwords. Lots of business owners send devices without passwords set, which is a very bad idea. If a criminal were to get hold of devices not protected with passwords, then they could access all of the files stored on them. You may want to consider setting up two-factor authentication so that every login has to be verified by you. Two-factor authentication is a highly effective way of preventing people from accessing files without permission.

Locking Documents

On most computers, you can actually lock documents. Locking documents adds an extra layer of protection, making it extremely hard for hackers to get into them. When locking documents you have the option to set a password and activate two-factor authentication. Again, two-factor authentication is definitely worth setting up. If you are unfamiliar with it, then it is when a verification code is sent to an approved device whenever somebody tries to log in or access a file. The code that’s generated has to then be entered, otherwise, the person’s login cannot continue.

Security Guard

If you are sending very sensitive files abroad, then you might want to send somebody along to protect it during transit. Alternatively, you could pay an employee or representative of your company to take the files for you. Sending somebody from your company can be very expensive but will ensure your files are totally protected. If the files are protected by an employee, then there is literally nothing anyone can do to get into them, unless they steal them from your employee. Make sure you send a trusted and experienced employee, as most data leaks occur from within.

Authenticated Deletion

Another thing you need to do if you are sending files abroad or even domestically is to set it so that they can only be deleted by one, authorized person. This is so that files do not get accidentally deleted. If an unauthorized individual was to gain access to your devices, then they could delete files intentionally or unintentionally. Ensuring that files can only be deleted by one authorized person means that they cannot be, even in the worst-case scenario and devices are stolen. You may also want to back your files up on the cloud in case they are stolen or if they get lost.

Using Cloud

The cloud is a great place to store files. Unfortunately, it’s not something that a lot of business owners make full use of. The good thing about the cloud is that it provides robust protection and ensures that nobody can access files without your permission. Another good thing about the cloud is that it enables you to access data and information no matter where you are in the world. As long as you have an internet connection, you can access your business’s files. Cloud storage is an affordable, secure, and great option for business owners and private individuals.

Personal Shipping

As mentioned earlier, one of the most effective ways of shipping sensitive files and protecting data is to employ a private courier or send somebody from your company. However, as the saying goes, you can’t trust anybody but yourself. If you are very concerned about the files that need to be shipped, then consider taking them personally. Taking them yourself will help you to save money, and stop yourself from worrying. You won’t have to worry about anything being stolen or lost, because you’ll be looking after them. If anything does go wrong, then you will only have yourself to blame, too.

Going through a comprehensive 2024 guide to direct mail solutions will explain every step you need to take in order to ensure your files reach their intended destination safely.

Delivery Receipt

Finally, if you do send with a courier, then make sure that you pay for signed delivery. A signed delivery service will mean that once your files arrive, you can stop worrying. Having files in transit can be nerve-wracking. Something else that’s worth noting is that by paying for signed delivery, you get a confirmed receipt sent to you by email. Signed delivery also usually comes with insurance, too. That means if your files do get lost, you can get compensated for the loss by the courier you chose to work with.

Sending files can be difficult, especially if they are sensitive ones. Thankfully, you can now use this article’s guidance to ensure your files are sent (and received) on time. Give each point here consideration.

If you are looking for office space, we can help with our network of 500 local tenant reps throughout the US and Canada. Contact us today to find out more.