Product Insight
Product Insight

Safeguarding Your Data with Secure Document Sharing

You can take your document security to the next level with features like virtual data rooms (VDRs) and advanced encryption when you use DocSend.

Secure document sharing is crucial. One wrong move, and boom—confidential data could end up in the wild, waiting for someone to exploit it. That’s financial or personal details, there for anyone.

With secure document sharing, you’re making sure that only the right people get access. A data breach can be catastrophic. From financial loss to damage to your reputation, the stakes are high.

Whether you’re sharing files with colleagues, clients, or partners, it’s crucial to get it right. But how do you keep your data safe while still getting it into the hands of those who need it most?

Secure document sharing tips

The VDR features in DocSend are the most secure and tightly guarded way to share documents. But there are other tricks for sharing documents quickly and conveniently.

Here we’ll explore how to lock data down, keep it safe, and give yourself better peace of mind:

1. Use secure client portals

When sharing documents with people outside your organization, secure client portals are key. You can rest easy knowing that your sensitive documents are safe thanks to top-notch encryption.

You also get secure communication and collaboration features. Need to message a client about revisions or brainstorm ideas? Write a note and tag whoever you need, without worrying about prying eyes.

DocSend’s client portals are versatile, too. Put a logo on them, duplicate for different projects, or customize easily. You can also restrict access so only the right people can view it in a few clicks.

2. Try link sharing

Sharing via secure links is quick and convenient, helping to avoid email attachments—you can generate a secure, unique link to your document and send it in seconds.

Link sharing covers all the bases when it comes to security. Adding a password to that link, setting an expiration date, and other features provide extra security and peace of mind while making sure that only the right people get access.

Link sharing makes document sharing faster, easier, and more secure, so it’s a key best practice to recommend—whether you’re sharing documents or anything else.

3. Set user permissions

User permissions are some of the most simple but‌ overlooked best practices for secure document sharing. The power to control who can access what is great protection for an eyes-only document.

Granular user permissions in DocSend mean you can get specific about who gets to view, edit, or download your files. So only those with the relevant credentials get in. 

User permissions are easy to set up. Define file permissions based on each role or responsibility, and you’re good to go. It’s a great safeguard against unauthorized access or accidental leaks.

4. Make use of NDAs

Where you access, how you share, and who gets permission to use files gives you a lot of security. But you can take it up a notch with NDAs. It’s a legal agreement that gives you serious backup.

DocSend makes it super easy to integrate NDAs into the document sharing process. Our one-click NDA feature cuts back and forth, so they’re easy to work into your demanding workflows.

No more worrying. Even if something goes wrong, you’ve got legal protection. So not only is it an important best practice, but you can share your sensitive info with total confidence, too.

5. Prevent downloads

Not being able to copy something is an excellent safeguard for documents. Sometimes they’re safest right where they are. No downloads is like putting a lock on it, protecting the content.

Doing this eliminates the risk of unauthorized downloads, but it also puts a stop to any accidental forwarding of shared documents.

By keeping your files in one place and preventing downloads, you’re lowering the risk of details in sensitive documents getting out into the open.

6. Try virtual data rooms

VDRs always offer the best protection for your documents. It’s like a safe within a safe, with encryption, access control, and access or edit logs to keep security tight as a drum.

You make sure data is secure in an environment like a VDR, but there are extra steps you can take there, too. For example, document watermarking adds another layer of protection to your files.

VDRs protect you from the most sophisticated of cyber threats. If you’re serious about keeping your documents safe, virtual data rooms are the gold standard for sharing or collaborating.

Benefits and why secure document sharing works

DocSend has world-class security, but secure document sharing techniques offer more benefits than just data protection:

  • Build trust with your client—assure them that their documents are secure for a more relaxed relationship
  • Easily meet compliance requirements—keep ahead of tight regulations with secure document sharing, and make sure you’re on the right side of the law
  • Protect company information—keep all your sensitive company files secure, not just the documents you work on with clients
  • Stay ahead of cyber threats—data breaches, leaks, and even malicious attacks are avoided, with secure document sharing acting as a barricade

Simple document sharing practices will help you continue to grow your business. So secure document sharing isn’t just a good way to do business—it’s a method for stimulating growth.

How to choose a secure document sharing platform

When it comes to choosing a secure document-sharing platform, DocSend has everything you need, including unbeatable VDRs—alongside encryption, access control, and more.

You can try it for yourself with a free trial, and experience the peace of mind that comes with knowing your documents are safe. Get started for free.