You need to email a spreadsheet containing personal data How should you send it

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I need to email a spreadsheet that includes sensitive personal data. What is the best method for sending it to ensure security and confidentiality? Should I encrypt the file, use a secure email service, or follow any other specific protocol?
Nov 27, 2024 in Cyber Security & Ethical Hacking by Anupam
• 8,530 points
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1 answer to this question.

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Here's a step-by-step guide on the best method for sending your spreadsheet securely:

Recommended Approach

  1. Encrypt the File:
    • Use a strong encryption method to protect the spreadsheet. You can:
      • Utilize built-in encryption tools in your spreadsheet software (e.g., Microsoft Excel's "Protect Workbook" with a password or use "Encrypt with Password" in Google Sheets).
      • Employ a third-party encryption tool like 7-Zip (free), WinZip, or VeraCrypt.
    • Choose a strong, unique password and share it securely with the recipient (see below).
  2. Use a Secure Email Service or Method:
    • Option A: Secure Email Services:
      • ProtonMail (end-to-end encryption, free and paid plans)
      • Tutanota (end-to-end encryption, free and paid plans)
      • Your organization's encrypted email service (if available)
    • Option B: Standard Email with Additional Security:
      • Use your regular email service (e.g., Gmail, Outlook) and:
        1. Password-protect the encrypted file (as described above)
        2. Share the password securely:
          • Via a separate, secure channel (e.g., phone call, SMS, or a secure messaging app like Signal)
          • Using a Password Manager's secure sharing feature (if both you and the recipient use the same service)
        3. Use a secure file transfer link (if available in your email service, e.g., Gmail's "Confidential Mode")

Additional Best Practices

  • Verify the Recipient's Identity: Ensure you're sending the file to the correct person.
  • Limit Access: Only share the file with those who need to access the sensitive information.
  • Set Expiration or Retention Limits: Automatically revoke access to the file after a specified period.
  • Notify the Recipient: Inform them that the email contains sensitive information and provide instructions on how to access the encrypted file.
  • Keep a Record: Document the file transfer, including the method used, recipient, and date.
answered Nov 27, 2024 by CaLLmeDaDDY
• 13,760 points

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