6 Easy Ways to Boost Document Security

The digital age has made our lives easier in many ways, eliminating the need to transfer documents using older mediums like “snail mail,” but certain challenges still arise when it comes to proving the legitimacy of a digital document.

Digital signatures and advanced documentation tools offer many conveniences, but they’re not without vulnerabilities which is why many turn to trusted and secure document exchange services from ETHERFAX.net. Here are six key tips for securely handling digital documents.

1. Ensure Compliance with Legal Standards

To make sure your digital signatures are legally sound, confirm that they comply with regulations like the Federal E-Sign Act. This act establishes the validity of electronic records and signatures, allowing them to carry the same legal weight as traditional paper documents. If you’re handling a high-stakes transaction, it may be wise to consult a legal professional before you sign. A lawyer can review the document to confirm that everything is in order and that an e-signature is appropriate in this context.

2. Always Keep Backup Copies

When it comes to important documents, keeping a single copy is risky. Just like you’d keep multiple copies of physical documents, maintaining backups of your digitally signed documents is smart practice. Create and save a private copy of each digitally signed document, ideally renaming it to distinguish it from the original. This way, you can always access a version of the document in case anything happens to the original file.

3. Avoid Copying and Pasting Your Signature

A good digital signature application saves your signature image in a secure, encrypted format. This ensures that your signature can’t easily be copied or misused. Avoid simply copying and pasting your signature from one document to another; when you do that, there is no digital certificate or signature locator attached to verify its authenticity. Instead, use signature software designed to track and secure your mark, so that it’s always reliable.

4. Use Trusted and Secure Applications

The variety of document signing applications on the market can make it hard to know which ones are secure. Some programs may offer a signature field but don’t actually meet secure authentication standards. Reliable, high-quality signature programs not only offer ease of use but also have proven security measures. Top names in this category include DocuSign, Adobe Document Cloud, and eSignLive. These programs are widely trusted for their data protection standards and reliable signature verification, and you can find reviews and comparisons on websites like Capterra to help you make a choice.

5. Keep Your Data Stored Locally When Possible

For added control and security, it’s wise to store important documents on local or domestic servers whenever possible. When you have a clear understanding of where your data is stored, it can be easier to manage and protect. Foreign networks may have different privacy laws and security practices that could increase vulnerability. By choosing a platform with servers in your own country, you often benefit from stricter security measures and get better peace of mind knowing exactly where your data is.

6. Recognize When an In-Person Signature is Required

Digital signatures can make life much easier, but certain situations still call for an old-fashioned, handwritten signature. For instance, physical documents are essential for sensitive matters like estate planning or insurance claims involving a deceased person, as the E-Sign Act does not cover these. Additionally, legal situations such as eviction notices, court orders, and other formal notices require physical signatures to be valid. Knowing when to use a digital signature and when to stick with a physical one is an important part of staying secure.

In conclusion, while digital signatures and documents streamline many processes, it’s crucial to remain vigilant. Always read documents thoroughly before signing, whether online or on paper, and make sure good security measures are in place. Digital documentation can be highly secure when handled properly, allowing you to enjoy the speed and convenience of the digital age with confidence.

By following these steps, you can protect yourself and your data, all while making the most of the digital tools available to you today.