Perhaps you're a creative agency on the brink of unveiling a highly anticipated rebrand, an accounting firm handling sensitive financial information daily, or a relationship coach collecting deeply personal client details during onboarding. No matter your profession, secure file sharing with clients is undoubtedly a top priority.
So what are some of the best ways to share files with clients securely? And what are some methods you should probably avoid? In this post, we’ll share a few different secure file transfer methods to help you decide on the safest and most efficient tool for data protection and seamless collaboration with clients.
Why email isn’t an ideal secure file sharing platform
No matter what industry you’re in, you can’t help the fact that you probably rely on email to communicate with clients as it’s been universally deemed the most professional option. On the downside though, it’s really not the best way to share sensitive data. Let’s get into why that is:
Vulnerable to security threats
One study even found that 94% of organizations reported security incidents involving email (egress). Emails can be intercepted during transmission, exposing sensitive information to unauthorized parties, which brings a high risk of data breaches and hacking. Even with basic security measures, such as password-protected attachments, the potential for phishing attacks and malware is high. All of this makes email a risky choice for sharing confidential files and confidential data.
Related: How secure is email? Hint: not secure enough
Lack of encryption options
Email also lacks strong encryption options to protect data. Even though some email providers offer encryption features, they’re often not enabled by default and require both the sender and receiver to have compatible setups. This reduces the likelihood of consistent encryption use, leaving sensitive information exposed. On top of that, email servers themselves can easily be compromised, leading to potential data leaks.
Limited collaboration features
Email does not support real-time collaboration on shared files, necessitating multiple back and forth exchanges for feedback and edits, which can slow down workflows and lead to version conflicts.
Inbox inefficiencies
Even though you can star messages, mark them as read/unread, or assign different tags to each message, email inboxes still come with all kinds of inefficiencies that can be a real pain, like:
- Losing file attachments in email threads.Â
- Downloading an older version of a file, only to realize so later on.Â
- Running into file size limitations when sending or trying to receive large files.
- Maxing out inbox storage limits after receiving files, causing important emails to bounce back or force you to spend time clearing up storage space.Â
- Issues keeping track of which files have been sent to whom require manual effort, increasing the risk of oversight and duplication.
All of these frustrations add up, waste time, and can cause unnecessary project delays.
Related: 3 modern client communication tools that put email to shame
Alternative secure file sharing options
Now let’s get into other options for secure document sharing and why they’re better alternatives to email. Â
1) Secure file transfer services (WeTransfer, ShareFile, etc)
Best for: one-time/ occasional file transfers
Added security features
Secure file transfer services are simple online tools you can use to send files to clients. They offer higher levels of encryption and data protection during transmission, making them a more secure option over email.
When you send a file to a recipient using a file sharing service like WeTransfer, for example, the tool usually generates a temporary downlink link that’s only active for a certain amount of time. It also provides you with tracking capabilities to confirm your contact has received and downloaded your file.
Support for large files
A big plus is that these tools are more generous with file size limitations, letting you send over those bigger files without trouble. A free WeTransfer plan lets you upload up to 2GB of attachments and you can go up to 50GB for paid plans.
No accounts required
Most of the time you don’t have to create a user account to use these services unless you want to use advanced features like skipping the verification process, extending the link expiration time, or adding a password to protect your files. The client doesn’t have to create an account to receive the files either, making it barrier-free for them.
2) Cloud storage services (Dropbox, GDrive, OneDrive etc)
Best for: added security and file backups
If you need to send clients files more often, want more security features, and want to collaborate in the cloud, then your next best bet is exploring cloud storage services like Google Drive and Dropbox.
Advanced security features
Unlike email, which can be vulnerable to interception and phishing attacks, cloud storage services employ strong encryption protocols to secure sensitive information. This ensures your data is protected both during transfer and while stored, safeguarding it from unauthorized access throughout the entire file sharing process.
Additionally, cloud storage services often include two-factor authentication to add an extra layer of security. This requires you to use a second form of verification before granting access to the files.
Version history and automatic backups are also handy features for enhancing data security and recovery options.
Centralization of files
Security features aside, platforms like Google Drive and Dropbox give you a lot more flexibility with how you want to manage your files. Rather than having to download files sent over email or via a tool like WeTransfer, you can rest assured that all your files and folders are automatically stored and centralized in the cloud.
Enhanced collaboration features
Cloud storage services are a good choice to use if you need to share your files with multiple different users who are involved in a project. With these tools, you can create shared folders and set specific access permissions to them. This not only improves efficiency and protects your data from unauthorized users, but also ensures that everyone is always working with the most up-to-date versions of documents.
Drawbacks
As for a couple of disadvantages, one thing to keep in mind is that your clients do need to create associated accounts to be able to access your files and contribute to them.
Another drawback is that unless you’re super organized, a cloud storage service can quickly become a dumping ground of files due to the lack of structure these platforms provide. It can still be difficult to track version history and find exactly what you need when you need it.
3) Client portals
Best for: advanced security features, customized branding, and seamless collaboration
If you’re looking to take matters even further in terms of security, then client portals (also called virtual data rooms) are another option. These platforms are actually designed to facilitate safe and efficient interactions between businesses and their clients.
Advanced security features
Client portals typically provide advanced security features tailored to professional use, like end-to-end encryption, secure login protocols, and granular access controls to give you complete peace of mind.
Centralized file management
They are a good secure file sharing option for you if you’re looking to streamline workflows within your team and between your organization and your clients. Instead of sifting through multiple email threads to find specific documents, clients can easily access all their files, communications, and project updates in one place, almost as a self-serve option.
This not only improves the client experience by providing a clear, user-friendly interface but also reduces the risk of miscommunication and lost information.
Enhanced collaboration features
With features like document management, task tracking, and real-time collaboration, client portals streamline workflows and ensure that both clients and service providers are always on the same page.
Customizable branding
A key reason why professionals and organizations choose client portals over other file sharing methods is that most client portals come with customization options to give you complete control over the look and feel of your portal. Unlike GDrive and Dropbox which only offer one look, you can add your company’s logo, coloring, and other assets to make the portal look like your own.
Example: Content Snare
Content Snare is a versatile client portal suitable for any industry. Unlike traditional portals, it helps you quickly gather necessary documents from clients and facilitates collaboration to minimize back-and-forth communication.
Project status at a glance
Content Snare’s dashboard provides instant clarity on document status: what’s provided, what’s missing, and the latest version, eliminating guesswork. It also logs interaction history, such as when clients submitted answers, requested changes, and approvals.
Effective organization
The intuitive dashboard makes organizing files and folders easy. You can quickly locate information with instant search, create folders for different categories, and filter by client or team member to focus on priority requests.
Robust security measures
Content Snare ensures the security of client uploads with several features. Clients receive a unique link to access the secure portal, and you can add passwords for extra security. Permissions can be set to control which team members can send requests, approve or reject answers, or view information.
Looking for a client portal that’s specific to your industry? Check out some of our top suggestions here:
- 8 useful client portals for accountants
- Top 5 real estate client portal solutions
- Client portals for law firms
Final advice on choosing your file sharing platform
Choosing a secure file sharing method is key to not only protecting sensitive information but making sure collaboration runs smoothly with your clients. Email just doesn’t cut it anymore with all its risks and hassles!
Tools like WeTransfer, Google Drive, and Content Snare have been built to keep your files safer with strong security measures while also giving you the added features you need to collaborate better.
Our best advice for choosing the right platform for your file sharing needs is to take up these free tools on their free trials to see how you like them. It all boils down to which interface you’re the most comfortable with and which one you think delivers the most intuitive client experience. Whichever tool you go for, rest assured that switching away from email will no doubt protect your client’s data better and make daily work with clients a lot easier.