Transmitting Digital Documents and Files Securely

Prior to computing technology, sensitive information was sent by an organisation through a third-party courier, snail mail or fax. Today, electronic transmission has overtaken all other forms of communication when transferring classified documents or files from one place to another. Although, electronic transmission of files has ensured speed and comfort, security is a number one concern in every organisation. It is important for every firm to conduct risk analysis communication processes with their partners, associates, and third-party clients in order to perceive how safely and securely their sensitive data is being exchanged online.

In spite of it being extremely common, file transfer protocol (FTP) as well as regular email is no longer considered as a safeguarded method of communicating classified information. Although there are a number of vectors and programs that can assist in transferring documents rather safely, it is important to realise the security methods employed by these programs before making use of them. There are basic levels of security available in some common email systems; however they are not often intrinsically incorporated within the program.

Various versions of FTP comprise: individual data compression, SSH File Transfer Protocol, Internet Protocol Security (IPsec), virtual private networks (VPN), and FTP over Transport Layer Security (FTPS) that can offer substantial amount of protection, even though with some consequences. These consequences extend from elementary passwords, physical cryptography, information integrity fears, platform adaptability complications, and other adjustment difficulties.


Some of the hazards of transmitting sensitive documents or openly despatching classified data files include:

- Document files being intercepted or eavesdropped on during transmission

- Prohibited admission to sensitive information

- Negligence in abiding by rules, regulations and ordinations

- Repute in endangerment due to violation of client confidential data

- Monetary risks - forfeiture or fines for noncompliance or infringement.

When the issue of safeguarding sensitive data arises, the following points become applicable: confidentiality/secrecy, authorisation, answerability/responsibility, principle, integrity and corroboration. The initial three points refer to data management while the remaining measures have to do with digital signatures.

When data is being controlled, it is important to ensure that sensitive data is limited to only authorised individuals who can access that data. Most recent technical progresses employed to convey confidential information files should be an inherent component in the risk assessment function before it is carried out. Controlling the safety of the contents in a document also provides for accountability regarding the usage of sensitive data. In a number of cases it is seen that data control takes place when a specific supervision mechanism conveys usage data back to the primary transmitter.

Making use of digital signatures can help authenticate that classified data has not been altered and that it has come in from the user who actually transferred it. In addition, digital signatures also render affirmation, in that the sender cannot deny sending the document file.

Sensitive data needs to be protected and the procedures used in doing so, should ensure all the requirements are abided by in order to safeguard the data. Organisational functions and implementations must be carefully monitored and critiqued periodically to offer security for sensitive data and to ensure that safety procedures are contemporized with compliance necessities.


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