If you are sharing a document with PII (Personal Identifiable Information -name, address, social security number or other identifying number or code, telephone number, email address, etc.) then that document needs to be secured. It is recommended to use an encryption service, such as ImagineShare, to send these types of documents for a secure file transfer. If you or the person you’re sending the document to would not want anyone else seeing the email, encrypt it.

Dropbox was originally introduced into the consumer space. College kids would upload files to send music and videos over the platform. As more consumers starting using Dropbox, they brought their personal accounts into the workplace. Given that Dropbox is downloaded on individual computers and synced across connected accounts, there are a lot of security flaws when dealing with business information. Dropbox has also had multiple documented data breaches where millions of accounts were compromised. It is recommended to use an encryption service exclusively built for businesses when sending sensitive information.

When using a private cloud service to send sensitive information, using a platform that requires users to login or verify their identity is mandatory.

Sending information using methods that require a login or identity verification will provide the most secure way to send or receive files.

File transfers and sharing can be safe if the correct precautions are taken. Sending an email with a file attached is not a safe way to send files. There is an entire market of secure file sharing options with various security features that allow you to send files securely. Using these private file sharing platforms will give you a safe way to optimize your efficiency without compromising security.

Confidential documents need to be sent differently than regular documents. These documents need to be secured with a login, password, or identity verification requirement to achieve compliant file sharing.

Using a secure file sharing portal or encrypted email platform.

Using a secure client portal or encrypted email platform.

Using a secure client portal or encrypted email platform.

Sending documents internally is just as vulnerable as sending externally. You are still using public email servers to send documents. To ensure those documents are secured properly, use an email encryption or client portal tool to deliver the information.

Make sure your computer is password protected and any sensitive folders should require an additional password to access them. Backup any files you have on your computer using an encrypted cloud service.

Do not use regular email for securely sharing your files and folders. Make sure you have an encrypted email or client portal platform to share securely online.

Dropbox encrypts documents when sending, but has trouble with accounts being hacked consistently. Even if the file is sent securely, it can very easily go into the wrong hands because of Dropbox’s consumer environment.

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Digital signatures work by leveraging an encrypted system that is based on a standard technological framework called the Public Key Infrastructure (PKI).

Static KBA methods allow users to select security questions and provide answers that are stored by a company and accessed later, usually when a password needs to be retrieved or reset. Dynamic KBA, on the other hand, goes a step further by generating questions that apply only to the intended end user and do not require a previous relationship with the customer. These types of questions have also been called “out-of-wallet” as the content is generated from information within a person’s credit history or public records.

The questions are generated from the user's credit history or public records. Many regulatory bodies, including the IRS, require that e-signature users be authenticated using dynamic KBA.

To qualify as an enforceable electronic signature, there must be evidence of the signer's intent to execute or accept the agreement. This is typically accomplished by requiring the signer to take affirmative action, like typing their name or drawing their signature using a mouse or touchscreen.

Electronic Signature is a digital form of a wet link signature which is legally binding and secure. Digital Signature is a secured signature which works with Electronic signature and rely on Public key infrastructure.

Today, electronic notarization is legally authorized in all states by E-SIGN and/or UETA. However, as of October 2020, only 29 states have laws that enable their notaries to conduct remote notarizations. The states that have implemented Remote Online Notarization (“RON”) statutes include: Alaska, Arizona, Colorado, Florida, Hawaii, Idaho, Indiana, Iowa, Kentucky, Louisiana, Maryland, Michigan, Minnesota, Missouri, Montana, Nebraska, Nevada, North Dakota, Ohio, Oklahoma, Pennsylvania, South Dakota4, Tennessee, Texas, Utah, Vermont, Virginia, Washington and Wisconsin.

To qualify as an enforceable electronic signature, there must be evidence of the signer's intent to execute or accept the agreement. This is typically accomplished by requiring the signer to take affirmative action, like typing their name or drawing their signature using a mouse or touchscreen.