Last Updated January 9, 2023
Secure File Sharing for Accountants is one of the most common ways for small businesses to maintain important data in a confidential way. Financial documents consist of sensitive data, that, if leaked can cause havoc. There are several cloud-based storage sharing sites offering a convenient way to share documents, but you need to keep an eye on the one that best meets your business needs.
Most secure file-sharing sites are online, they claim to provide authentic software and several functions that make them look like a good option. Those businesses that are slow to adapt to online tools, find it difficult to maintain the records the right way.
Such file-sharing services are designed to keep consumers in mind. Using online file-sharing services is crucial for remote work and also to evolve accounting and bookkeeping practices.
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Is There Any Risk with Secure File Sharing Sites?
If you are not using the right software it will cost you big times in the form of;
- Breach of sensitive data – one of the most precarious risks is that financial data is exposed. Even if it’s unintentional it can cause problems like unauthorized access to the files and so on.
- Potential attacks – if an online file-sharing service requires you to bypass the firewalls, then you are opening yourself to being defenseless against the hackers. Cyberattacks are a flight risk that you shouldn’t ignore.
- Malicious tool – a file might carry a virus. If opened, the virus will spring into action and inadvertently download and introduce malware into the system.
Secure File Sharing for Accountants: Practice Safe with Easy Tips
My CPA Dashboard is one of the most genuine online software commonly used for secure file storage by accountants and bookkeepers all over the US. small businesses find it easy to use a file-sharing solution with their accountants and clients for a variety of reasons.
Take a look at the tips mentioned down below that keep critical financial information secure and confidential.
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Quick Actions
Don’t just ignore the issue; do something about it.
At work, file sharing is common. Make data protection a top priority by locating a service that enables users to send and receive files via email, regardless of their size, as opposed to employing workarounds.
Manual accounting practice is still common among small businesses. If you want to make sure your documents are safe and not within easy reach of culprits, using the secure file share option is perhaps the best one.
For instance, in case you need to insert additional changes in the documents, you do not need to find the file in the cabinet, instead just open the software dashboard, and click on the categorized folder. Quick action can save businesses tons of future losses.
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Business-Grade System
My CPA Dashboard is not a consumer-grade service provider. Why? Because it leaves you susceptible to data breaches and malware threats. The software was constructed keeping the accountants and professional bookkeepers and CPAs in mind.
Because the initial consumer is the said professionals, they have control over who they share the file access and so on. Cloud storage provides an additional layer of security to keep the information safe and confidential.
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Easy-to-Use Dashboard
Using software that is easy to use for accountants is a blessing. Cloud storage makes it easy to access, download and upload files with an easy-to-navigate dashboard.
Such software for secure file storage is easy to install and implement in your daily work routine. The setup is ideal and the speed doesn’t interfere with the regular workflow either. The ongoing agility allows the accountant to deliver the tasks and manage the documents and all relevant files smoothly.
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Integrated System
Using secure file sharing for accountants like My CPA Dashboard is tempting. For small businesses hiring a full-time accountant can double the expense. Hiring a remote individual accountant using the integrated system benefits most to save costs in the long run.
Because online file-sharing systems are highly integrated, streamlining different departments is easier than ever. For instance, even email security is guaranteed when you send one via such software. Such platforms are highly secured and guarantee an effective workflow.
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Educate and train consumers
Employees must be aware of the hazards involved in handling sensitive data improperly as well as the sensitivity of various types of information. They ought to be aware of the information that they must keep inside the company and have safe ways to exchange it with appropriate outside parties. Make sure staff members use any secure services you’ve purchased. Important ideas that should be covered in contemporary cybersecurity training include:
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- Recommended practices for creating distinctive and challenging passwords, or password hygiene.
- Using a mobile device for identity verification via two-factor authentication
- Recognizing typical phishing tactics, such as email or text message links used to infect a victim’s computer or phone
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Encrypt sensitive data
Despite your best attempts to share files in a safe manner, it is advisable to encrypt sensitive files, such as a client’s tax records and forms. When a file is encrypted, it is placed behind a layer of security that is only accessible with a code, also referred to as a key. The key is required to open the file if you want to get around the encryption.
Even if hackers are able to intercept a file during transit, encryption is an excellent security measure to keep them from accessing it. Encryption also guards against human mistakes; if a member of your team or a client accidentally sends a confidential document to the incorrect person, there is less likelihood that the recipient will be able to access the information thanks to encryption.
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Give the Right Permission to the Right Parties
Be mindful of who you grant access to the files to whenever you upload various folders, NDAs, and documents to a secure file sharing data room or in a cloud storage area. You can grant specific rights to the shared documents using MyCPADashboard’s services. Additionally, sharing gives you greater control. For instance, you can decide to share just a single file rather than a whole folder. Additionally, you can choose who is allowed to download and print a file.
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Monitor Activity
Use a virtual data room service to share files for accountants in a more secure manner. My CPA Dashboard gives you the ability to continuously keep an eye on activities taking place within the file-sharing platform, assisting you in staying on top of your work. When someone opens a file or makes a new version for you to evaluate, you’ll be able to see it. This opens the door to a more efficient workflow that advances a job or process in the appropriate direction.
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Create NDAs and Watermark Documents
One advantage of using My CPA Dashboard’s virtual data room service is gaining the ability to create or upload NDAs right within the portal. This allows you to conveniently share confidential contracts securely. To add, you can place a watermark on a file that has been shared. Adding a watermark that states a person’s email or IP address lets you easily and quickly identify whose documents you’re reviewing.
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Backup
Automated backup is an additional advantage for using online file storage. It’s easy to manage thousands of disparate files and organize them in central locations. Backup cloud storage is an incentive for accountants.
All the revisions and backups are rolled back into the cloud storage but have limited access. Data is more secure than ever this way. Files are organized in central locations and revising documents is easily facilitated.
Conclusion
Online secure file sharing is an acceptable idea for small businesses. The benefits work in the favor of the company and employees. My CPA Dashboard helps to improve the work quality for Accountants, Bookkeepers, and CPAs. Contact us for further details.
