In the past year alone, more than 5.5 billion records were exposed through data breaches, an all-time high that’s still rising. A single breach at National Public Data in 2024 exposed 2.9 billion records. And yet, many boards still rely on unsecured methods to send files that demand far greater protection.
An attached board report, a draft contract, or financial projections can all end up in the wrong hands with one misaddressed email or forwarded message.
This guide answers the following questions:
- How to send documents securely over the internet?
- What makes some sharing methods riskier than others?
- What is the best way to send important documents?
- Which tools and platforms offer the best protection?
- What teams should do next to stay safe.
Why Secure Document Sharing Matters
According to statistics, the data breach costs reached their highest level on record. And most companies aren’t hit just once. Around 83% reported more than one breach over time.
What’s more, threats are no longer limited to large corporations. Smaller law firms, local investment offices, and even nonprofit boards are now targets, too.
Unfortunately, many incidents are caused not by sophisticated cyber attacks but by poor document handling practices. Typically, it includes sending sensitive information over unprotected channels or using platforms with limited access control.
Regulatory compliance requires strong file-sharing practices
Depending on the industry, the company may be subject to one or more of the following:
- GDPR (EU). Requires strict access controls and documentation for data handling
- HIPAA (US). Enforces encryption and audit logging for healthcare-related data
- SOC 2. Applies to service providers handling client data and requires secure transmission and logging.
Common Risks of Unsecured File Sharing
Sharing documents without the right controls creates avoidable exposure. While many risks stem from familiar issues, human error, misconfigured tools, and unauthorised access, recent trends show they’re more frequent than many organisations realise.
Accidental Data Exposure
Human error in existing business processes remains a leading cause of data breaches. Simple mistakes, such as sending a file to the wrong recipient or misconfiguring access permissions, potentially lead to significant data exposure. The Palo Alto Networks report found that over 30% of cloud assets contain sensitive data, including personally identifiable information (PII) and intellectual property.
Alarmingly, 44% of this sensitive data comprises PII related to employees and customers.
Excessive Access Privileges
The same research emphasized that over-permissioned access is still a pervasive issue. Notably, 95% of cloud identities were granted excessive privileges, violating the principle of least privilege and increasing the risk of unauthorized data access.
Lack of Visibility and Auditability
Companies still struggle to detect unauthorized access or data exfiltration without proper monitoring and audit trails. Unfortunately, many of them lack comprehensive visibility into their cloud environments. As a result, it complicates finding out where sensitive data is located and who may access it.
Shadow Data and Data Sprawl
As organisations adopt more digital tools, data is increasingly scattered across multiple platforms. Over time, teams lose track of uncontrolled data flow.
This so-called “shadow data” means that files are duplicated, uploaded to personal cloud drives, or forgotten in shared folders. The risk here is the inability to enforce storage, retention, and deletion policies.
Misconfigured sharing settings
Even when tools are secure, poor configuration can expose information as a result of routine oversight.
Large enterprises have discovered sensitive documents indexed by search engines due to misconfigured permissions. This typically happens when security controls rely on manual setup and inconsistent policies.
Best Practices for Secure Document Sending
Having the right platform helps, but security also depends on how employees handle confidential information.
Typically, most boards don’t need overly complex systems; the right combination of tools and habits suffices.
Below are three core practices that every legal, finance, governance, or M&A team should follow to send documents securely.
Use Encrypted File Transfer Solutions
Encryption ensures that information is unreadable to anyone other than the authorised sender and recipient, even if intercepted.
The gold standard of the security ecosystem is AES-256 encryption, widely used in banking and government.
Many mainstream platforms claim to be secure. Yet, they’re not built for sensitive business use if they don’t clearly state their encryption protocols or allow attachments to be forwarded without limits.
- Pro tip: Instead of sending attachments via email messages, use software with secure, password-protected links and time-limited access.
Control Access with Permissions and Expiry Dates
Unrestricted access is one of the most common reasons documents fall into the wrong hands. That’s why role-based permissions are essential.
This approach means defining exactly who can:
- View a document
- Download it
- Comment or make changes
- Forward or reshare it
Where possible, set automatic expiry dates on file access, especially for temporary stakeholders like consultants, external counsel, or transaction participants. Files relating to M&A or legal matters should never remain indefinitely accessible.
- Pro tip: Applying the principle of least privilege (giving each user only the access they need) helps reduce exposure and keeps information organized.
Use Virtual Data Rooms for High-Stakes Sharing
When confidentiality, compliance, or deal-critical timing is involved, a virtual data room (VDR) provides a secure way to send documents.
VDRs are built specifically for:
- M&A due diligence: where hundreds of files may be shared across buyers, sellers, legal counsel, and financial advisors
- Board governance: enabling directors and secretaries to collaborate on agendas, packs, resolutions, and D&O questionnaires
- Legal case management: managing evidence, disclosures, and correspondence in complex matters
- Investor reporting: sharing forecasts, term sheets, and financials in a controlled environment
What sets a VDR apart is its combination of document security, activity tracking, and permission management. Many also offer features like dynamic watermarking, secure Q&A, and detailed audit logs for regulatory compliance.
Pro tip: The Ideals VDR allows administrators to assign access levels per user, monitor document engagement in real time, and ensure board materials and legal files remain secure from upload to archive.
Tools and Platforms to Consider
Choosing the right platform for sharing files securely depends on the data type, who you share it with, and the level of control so that the data remains protected. While some tools offer convenience for general team use, others are built specifically for legal, governance, or transactional work.
Let‘s compare the most well-known solutions below.
| Platform | Best for | Key security features | Limitations |
| Ideals VDR | Boards, M&A teams, and legal professionals | AES-256 encryption, user-level permissions, full audit logs, watermarking, secure Q&A | Enterprise pricing, suited for regulated and confidential environments |
| Dropbox Business | Internal team collaboration | Admin console, password-protected links, MFA | Limited controls for external sharing; audit logs are less detailed |
| Google Workspace (Business/Enterprise) | General business use, internal file management | Access tracking, sharing restrictions, context-aware access, DLP tools | Requires configuration; not tailored for legal or financial compliance |
| Citrix ShareFile | Law firms, financial advisors, consultants | Encrypted file transfer, e-signatures, and compliance-focused features | Interface is less modern; integration with cloud tools can be limited |
| Tresorit | Privacy-conscious organisations, NGOs, and EU-based teams | End-to-end encryption, zero-knowledge storage, and GDPR-ready infrastructure | Smaller market presence; fewer integrations with mainstream tools |
Here are the key differences for high-security vs general use:
- For M&A, legal, and governance work, Ideals VDR and ShareFile provide advanced access permissions, secure audit trails, and alignment with relevant laws. They’re designed to handle sensitive content and ensure traceability at every step.
- For businesses simply looking for a more secure way to share documents across internal teams, tools like Google Workspace or Dropbox Business can work, but may require additional configuration to meet regulations.
- If your team is focused on how to send secure documents in line with GDPR, Tresorit provides an alternative with strong end-to-end encryption of sensitive files and European data hosting.
Final Tips for Teams Handling Confidential Data
Knowing how to securely share sensitive documents is a shared responsibility across your team. Here are three simple ways to improve daily practices and reduce exposure.
Conduct internal training on data security
Understanding how to send documents securely should be part of every employee’s toolkit. Yet, many professionals still default to email attachments or free file-sharing links, unaware of the risks.
Internal training should cover:
- When and how to securely share sensitive documents, especially during legal proceedings, audits, or M&A transactions.
- The risks of using personal storage or unauthorised tools.
- Platform-specific features such as link expiry, access controls, and audit trails.
Use strong passwords and multi-factor authentication (MFA)
Credentials are often the weakest link. No matter how secure your platform is, weak passwords can undermine the security of sensitive and proprietary data.
Ensure your team uses:
- Unique, complex passwords (ideally via a password manager).
- Multi-factor authentication for every document-sharing system.
- Secure sign-in practices across devices and locations.
Monitor and log access
One of the most overlooked aspects of document security is visibility. If something goes wrong, will you be able to trace it?
Make sure your system:
- Records who accessed each file and when.
- Flags unusual behaviour (such as repeated downloads or logins from new regions).
- Allows administrators to revoke access immediately when needed.
Conclusion
With the right platform, robust security layer, proper access controls, and a few good habits, it becomes second nature to securely send documents.
If you’re unsure whether your current approach is enough, now is the time to ask:
- Do your tools offer the control and visibility you need?
- Do your teams know how to send sensitive documents securely?
- Can you trace access, revoke it, and prove it, if necessary?
If you’re unsure, it’s a good moment to reassess your document-sharing process. Don’t wait for a breach to expose the gaps – fix it now.