Hand-delivering the documents is one of the best and safest ways to mail important documents. You needn’t worry about an intruder or the mail not reaching the relevant person. You can also be sure of the fact that the intended receiver is the only person who has a hold of the document. Only he’d have access to all the information in the document. An alternate way is to rely on a certified same day delivery service or mailing service that would do the job for you. The professionals from the delivery and mailing service pick up your document and distribute it to the receiver.
However, not under every circumstance, this is workable, which is when the email comes into play. With a plethora of emerging businesses, email has become an important medium to send documents. If you’re driving a business, you must secure sensitive information to ensure the critical information doesn’t fall into the wrong hands. If you’re looking out for the safest way to mail important documents, read through this article. All the methods discussed below, are tested in real-time and are proved to be the safest way to mail important documents.
Use An Encrypted Document Sharing Service
Wondering how to send important documents by mail? The best way to mail important documents is using an encrypted document sharing service. There are plenty of service providers that present encrypted transfers for file or document sharing. Dropbox is one great choice for mailing important documents. Using this, you can set up a common folder for your employees and clients. Now, the files in that folder will navigate to Dropbox’s servers after encryption. However, if you use the Dropbox mobile application, the files are mostly unencrypted. This may look like an issue when the files involved contain sensitive information. Their servers are reliable, and you can rest assured about their service and security. To get rid of any risks during file transfer, you can place the file in the Dropbox folder that is public only to you and share the link with the intended recipient. Make sure the link contains ‘HTTPS and not ‘HTTP.
Mailvelope Encryption Service
The instant and the safest way to mail important documents is to first encrypt the files before sending them. Encrypting the document will prevent any third-party intrusion. There are several tools available that serve the purpose. If your email service provider doesn’t offer this encryption feature, you can always avail of this feature from a third party.
Mailvelope is one such encryption service provider which you can trust. This service is compatible with all devices and provides end-to-encryption to your emails. Mailvelope adds decryption and encryption features to the UI of almost all webmail providers. You can also encrypt the files on your hardware include encrypted mail attachments. It also comes preconfigured for the most common email providers like Outlook, Gmail, GMX, Yahoo, WEB.DE, etc. This is the best way to mail important documents at the lowest rates.
Check The Fax Line Regularly
Faxing documents is one of the safest way to mail important documents. Faxing documents or other important files is relatively secure, assuming that both your and your receiver’s lines aren’t trapped. This ensures that an intruder does not interrupt the transmission. You must also make sure that your fax recipient’s number is right. However, it has its downsides. When you use fax to mail documents like accountant papers, it’s difficult to intercept. Your recipient may require more than the usual time to figure out what each digit in the document is. Therefore, large documents and the ones that have data printed on both sides of the paper are not ideal to be faxed.
Docusend is a secure cloud-based sharing platform, and it helps with mailing important documents safely. It protects the sensitive files or documents from getting into the intruder’s hands. You can upload your files to Docusend’s server, and it gets securely uploaded in less than a few seconds. From there, you can send the document through the mail in a secure way. It replaces your mail attachment with an encrypted link, which the receiver can open in a secure portal. You will also receive a report indicating if or not the receiver opened the link. It has over 21,000 customers and its pricing starts from as low as $10 per month.
- You can control the access to sensitive files by controlling downloads and turning off access at any moment.
- You can also get instant and actionable feedback with real-time intelligence.
- It lets you update the files even after sending them. The receivers get the latest updated version.
If you ship your mail, you’ll need to know whether your documents were shipped and delivered, as intended. This certificate of mailing is an official record that shows if your mail is received. This is the best way to mail important documents safely as this has a timestamp that documents each point in the mailing process. This record also includes information about the post office your mail traverses through. You can view this information from your USPS Mail Account. This data stays in your account for as long as 10 years after the delivery. This information will also be available on their official website for 90 days. Thus, if you’re looking out for the safest way to mail important documents, this is the best option.
Technology has transformed the way we engage and communicate with one another. The job is now easy like never, but it is also vulnerable to breaches. Cyberattack is the most common threat in the emerging world and therefore, the quest for the best way to mail important documents are on. Sending your most important document with sensitive information through regular mail is not an advisable option. You may encounter the risk of compromising, losing or damaging the data before it reaches the destination. If you wish to explore more on how to send important documents by mail safely, consider any of the options discussed above. There are several ways for mailing important documents. But choosing the best will ensure the documents’ privacy and confidentiality. It is critical to make an informed decision here.
Safest Ways to Mail Important Documents – Faq’s
What is the most secure way to mail important documents?
There is no one definitive answer to this question as there are a variety of ways to securely mail documents, and the best option may vary depending on the specific circumstances. However, some general tips that can help to ensure the security of mailed documents include using tamper-evident packaging, sending documents via registered mail or certified mail, and using a trackable shipping method.
Additionally, be sure to use a secure mailing address that is not easily accessible to the public and take care to properly label all documents so that they can be easily identified and tracked.
Is USPS safe for Mailing Important Documents?
The United States Postal Service (USPS) is generally considered to be a secure option for mailing important documents. USPS offers a variety of services that can help to ensure the security of your mail, including registered mail and certified mail. Registered mail is a service that provides tracking and insurance for your mail, and certified mail includes proof of delivery in addition to tracking and insurance.
If you are sending documents that contain sensitive information, you may also want to consider using a trackable shipping method such as USPS Priority Mail Express. This service provides tracking information for your shipment so that you can see when it is delivered. Additionally, all USPS shipments are insured up to $100 by default, which can provide some peace of mind in case your documents are lost or damaged in transit.
How do I send a confidential document via email?
If you need to send a confidential document via email, there are a few steps you can take to help ensure the security of your information. First, be sure to encrypt your email message using a tool such as PGP or S/MIME. This will help to prevent anyone who intercepts your email from being able to read its contents.
Additionally, consider sending your email from a secure web-based email service such as ProtonMail or Tutanota. These services offer end-to-end encryption for your emails, meaning that only the intended recipient will be able to read them. Finally, be sure to use a strong password for your email account and enable two-factor authentication if it is available.