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How to Securely Email Documents for Legal Purposes

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The Algorithm
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2 min read

When emailing documents for legal purposes, security and privacy are crucial to ensure sensitive information is not compromised. Here's how you can securely email documents:

1. Use a Secure Email Service

  • Use email providers with robust encryption, like ProtonMail, Tutanota, or Gmail with additional security measures (e.g., S/MIME).

  • Check that your email provider supports end-to-end encryption.

2. Encrypt the Documents

  • Use tools like 7-Zip, WinRAR, or macOS's built-in encryption to password-protect your files.

  • Ensure you use AES-256 encryption for added security.

  • Share the password with the recipient via a secure channel (e.g., phone call or SMS).

3. Use Secure File-Sharing Services

  • Instead of emailing the document directly, use secure services like:

    • Google Drive (enable "Require a password" for shared links).

    • OneDrive (set expiration dates for access).

    • Dropbox with password-protected links.

    • WeTransfer Pro for secure transfers.

4. Verify the Recipient

  • Double-check the recipient's email address to avoid accidental misdelivery.

  • Confirm the recipient's identity and discuss the method of sharing documents beforehand.

5. Use Digital Signatures (if needed)

  • To ensure authenticity, use digital signature tools like DocuSign, Adobe Acrobat Sign, or HelloSign.

  • These services provide a secure platform to sign and share legal documents.

6. Avoid Public Wi-Fi

  • If sending sensitive documents, use a secure internet connection or a VPN to encrypt your traffic.

  • Avoid emailing legal documents over public Wi-Fi networks.

7. Enable Two-Factor Authentication (2FA)

  • Use 2FA for your email account and encourage the recipient to do the same. This adds an extra layer of protection against unauthorized access.

8. Add an Expiration Date or Access Limit

  • Many file-sharing services allow you to set an expiration date or limit the number of downloads for the shared file.

9. Include a Confidentiality Disclaimer

  • Add a legal disclaimer in your email footer to remind the recipient about the sensitive nature of the documents.

10. Monitor and Follow Up

  • Confirm that the recipient has received and accessed the documents securely.

  • Keep a log of the communication for future reference, if necessary.