Secure File-Sharing for Accounting Professionals

If you share a document with PII (Personal Identifiable Information -name, address, social security number or other identifying number or code, telephone number, email address, etc.), that document needs to be secured. It’s recommended to use an encryption service, such as ImagineShare, to send these types of documents for a secure file transfer.  

Dropbox and Google Drive were originally produced for consumer use. People commonly upload files to send music, documents, and large files over the platform. As more consumers implemented these file-sharing services for more than just personal use, they started using these accounts to host and share large files in the workplace.  

Since Dropbox is downloaded on individual computers or mobile devices and synced across connected accounts, there are a lot of security flaws when dealing with business information. In addition, Dropbox has had multiple documented confidential data breaches where millions of accounts were compromised, so it’s not particularly safe for business users. 

There is no end-to-end encryption with Dropbox or Google Drive, and therefore neither is sufficient for businesses looking to share files securely. Using an encryption service exclusively built for accounting firms when sharing files with sensitive information is recommended. When you use generic services, you risk a data breach in your shared folders and files. 

Tools like Mango Share send documents through client portals and secure links. 

When implementing a private cloud service to send sensitive information, using a platform that requires users to log in or verify their identity is mandatory to ensure they have the correct permissions. Mango’s secure file-sharing and document management platform rights the wrong of Dropbox and allows you to encrypt your client’s PII while it’s being sent over the internet or stored securely. 

Sending PII (personally identifiable information) using methods that require a login or identity verification will provide the most secure way to send or receive files and limit who accesses them. Mango Practice’s data security allows for secure cloud storage and fully encrypted data transfers.  

File transfers and sharing can be safe if the correct precautions are taken. Sending a regular email with a file attached is not a safe way to send files. There is an entire market of secure file-sharing services with sets of security features, like public key cryptography and shared links, that allow you to send files securely. Using a private secure file-sharing platform will give you a safe way to optimize your efficiency without compromising security.

For accounting firms and CPAs, it is best to have your document management, file-sharing, client portal, and email communication done within a highly secure platform like Mango Practice.

Confidential documents need to be sent differently than regular documents. These documents must be secured with a login, password, or identity verification requirement for the recipient to achieve a compliant file-sharing solution. When using Mango Practice, you can send files securely via email, without the use of a portal, while maintaining the strictest security standards.

For shared files or documents for your accounting or CPA firm, use a secure file-sharing portal or encrypted email platform like Mango Practice.

If you’re providing professional services, using a secure client portal or encrypted email platform like Mango Practice to upload files is the best way to send and receive confidential information from clients.

Sending documents within your accounting practice is just as vulnerable as sending them externally. You are still using public email servers to send documents with sensitive data. Collaborate with colleagues using email encryption or client portal tools, such as Mango Practice, to securely deliver sensitive documents and data or control access to essential documents.

Ensure your computer is password protected and create an additional password to access and view any sensitive folders. Back up any files you have on your computer using an encrypted cloud service. 

Do not use regular email for securely sharing your articles, files, and folders because that’s like opening windows to your client’s personal information. Accounting professionals must do a file transfer through an encrypted email or secure client portal platform for secure online file-sharing to protect from data breaches. 

Dropbox encrypts documents when sending but has had trouble with accounts being hacked and data breaches. Even if the shared document is sent securely, it can easily fall into the wrong hands because of Dropbox’s consumer environment. When you use Dropbox, you can check to see if your account has been opened in any browsers that aren’t yours. But by then, it’s too late, and your data may already be compromised. 

If you’re building a professional accounting services firm, Mango Practice will provide you with NSA-level security for safeguarding sensitive client information along with a suite of other services to run your firm securely. With Mango, you can share files securely through email or client portals.