Technology
Top 7 tips for sending sensitive documents online
Gone are the days of mailing physical files or delivering them by hand to ensure the safe and secure delivery of sensitive files. While there is no guarantee or foolproof method of sharing files online, below are some of the best tips for how to share sensitive files as safely as possible.
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A man handing a folder to a co-worker (Kurt “CyberGuy” Knutsson)
Top 7 tips for safely sending sensitive files online
1) Restrict access to files
Red skull and bones next to protected file on a computer screen (Kurt “CyberGuy” Knutsson)
When transmitting sensitive files online, think of them as confidential documents that require stringent security protocols. Most file-sharing services offer robust access control settings, which are crucial for protecting your data. By default, shared links may allow anyone to access the file, posing a significant risk if the link is inadvertently shared with unauthorized individuals. To mitigate this, proactively adjust the settings to:
Limit access to specific individuals: Assign access rights exclusively to designated email addresses or registered users on the platform. This ensures that only verified individuals can view, edit or provide feedback on your files.
Use advanced permissions: Customize user permissions with granular control, determining who can download, edit or merely view the files. This prevents unauthorized alterations and distribution.
Enable link expiration: Set shared links to expire after a certain period or after the intended use, reducing the window of opportunity for unauthorized access.
Track file activity: Use the platform’s tracking features to monitor who accesses the files and when, providing an audit trail for security purposes.
By implementing these measures, you create a digital equivalent of a secure, locked filing cabinet, ensuring that your sensitive files remain confidential and only in the hands of those who are meant to see them.
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2) Regularly update your software
If your system isn’t safe and protected, your files cannot stay safe and protected. By regularly updating your operating system’s software and the applications you use, you are less likely to be exposed to certain vulnerabilities. This practice is not just a recommendation; it’s a critical component of a robust cybersecurity strategy.
Software updates do more than introduce new features; they are often released to patch security holes and fix vulnerabilities that have been discovered since the last version. Cybercriminals constantly scan for systems with outdated software to exploit these weaknesses. By staying current with updates, you close these openings and make it significantly harder for attackers to gain unauthorized access to your system. Running outdated software is akin to leaving the door to your digital house unlocked. It invites a host of potential risks, including:
Malware infections: Outdated applications can become the perfect hosts for malicious software, which can spread across your network, corrupting files and stealing sensitive information.
Data breaches: Unpatched vulnerabilities can serve as entry points for data breaches, leading to the exposure of confidential data such as personal details, financial information and intellectual property.
3) Password-protect files
Username and password screen (Kurt “CyberGuy” Knutsson)
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When you can, password-protect any of the files you share online. It is an extra layer of protection that must be bypassed to access your file. Password protection requires anyone who has access to the recipient’s device to know the password to access your file, too. Consider using a password manager to generate and store complex passwords.
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4) Opt for trusted file-sharing services
When it comes to transmitting sensitive data online, the integrity of your file-sharing service is paramount. Opting for established and trustworthy platforms can significantly mitigate the risk of unauthorized access or data breaches. Here are some of the most renowned and secure file-sharing services that have earned their reputation for reliability:
Microsoft OneDrive: Integrated seamlessly with Windows and Office 365, OneDrive provides a secure and efficient way to store and share files, with advanced features like Personal Vault for an extra layer of protection.
Dropbox: A pioneer in cloud storage, Dropbox has evolved to offer high-level security features, including two-factor authentication and file encryption, making it a solid choice for sensitive information.
Amazon Cloud Drive: With the backing of a tech giant, Amazon Cloud Drive delivers a secure and reliable platform for file storage and sharing, complete with comprehensive controls to manage access and permissions.
Google Drive: Renowned for its user-friendly interface, Google Drive offers robust sharing options and powerful collaboration tools, all while ensuring your data is protected with industry-leading security measures.
Each of these platforms offers unique features and security protocols. It’s essential to evaluate their offerings in relation to your specific needs. For instance, if collaboration is a key aspect of your workflow, Google Drive or Microsoft OneDrive might be more suitable due to their integration with productivity suites. On the other hand, if you’re looking for straightforward file storage with easy retrieval, Dropbox and Amazon Cloud Drive are excellent choices.
For a deeper dive into the capabilities and security features of these platforms, consider checking out “Best ways to save and restore documents,” which provides valuable insights into optimizing your file management practices while maintaining the highest security standards.
5) Install and use strong antivirus software
Before uploading or downloading any files you are sending or receiving, use your antivirus program to scan them for malware. There’s no point in securely sending or receiving corrupt files. If you don’t have one, you should, as it is also the best way to protect yourself from clicking malicious links that install malware that may access your private information. We recommend having strong antivirus protection installed on all your devices. This can also alert you of any phishing emails or ransomware scams. Get my picks for the best 2024 antivirus protection winners for your Windows, Mac, Android and iOS devices.
6) Encrypt your files
A person typing on a laptop with the words “Your personal files are encrypted” (Kurt “CyberGuy” Knutsson)
Even though emails seem almost instantaneous, the files you email can still be intercepted while traveling between you and your intended recipients. If cybercriminals intercept a file, but it is encrypted, then regardless of that breach, the file will be unreadable and useless to them. By encrypting your files, you create a formidable barrier that preserves the confidentiality and integrity of your data, ensuring that only the intended eyes can decipher the message within.
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7) Enable 2-factor authentication
In today’s digital world, protecting sensitive files during online transmission is crucial, and one of the most effective security measures available is two-factor authentication (2FA). This advanced security protocol requires two proofs of identity, significantly enhancing the protection of your digital assets. When you enable 2FA, you’ll first enter your username and password followed by a second form of identification, such as a code sent to your mobile device, a fingerprint or facial recognition.
The importance of 2FA cannot be overstated; it not only reduces the risk of password theft but also offers a variety of verification methods to suit your preferences, along with immediate security alerts for any unauthorized access attempts. To implement 2FA, always check the security settings of your platforms and enable it wherever possible.
For a more secure experience, consider using authenticator apps, which generate time-sensitive codes. It’s also wise to have backup codes or a secondary authentication device in case your primary 2FA method is unavailable. Incorporating 2FA into your security routine ensures that your sensitive files remain confidential and well-protected during online transactions.
Kurt’s key takeaways
While cloud and file-sharing services can make life a lot easier, it is important to protect what you are sharing, especially sensitive files. Because not all files can be password protected on every file-sharing platform or safe during online transit, the seven steps outlined above can keep your sensitive files safer when being shared online.
What additional measures do you think could enhance the security of file-sharing platforms currently available? Let us know by writing us at Cyberguy.com/Contact.
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Copyright 2024 CyberGuy.com. All rights reserved.
Technology
Google’s Nest Thermostat has hit its best price of the year
If you’re looking for a relatively affordable way to cut down on cooling costs, Google’s Nest Thermostat can help. It’s packed with smart controls and energy-saving features, and right now it’s on sale in white for $79 ($50 off), which is its best price of the year, at Amazon.
The smart thermostat is quick to install and makes it easy to adjust your home’s temperature whether you’re relaxing in bed or on your way home thanks to the Google Home app. You can also create schedules and control it with your voice using Google Assistant, Alexa, or another Matter-compatible voice assistant.
Once it’s set up, the Nest Thermostat can automatically turn the temperature down when you’re away to help reduce unnecessary energy use, while Google’s Savings Finder feature suggests additional ways to save over time. It also monitors your HVAC system and can alert you if something doesn’t seem right, making it easier to stay on top of maintenance before small issues become bigger, more expensive ones. If you’re eligible, Nest Renew can also automatically shift some of your heating and cooling to times when electricity is cleaner or cheaper.
That said, this is Google’s entry-level model from 2020, so you do miss out on some of the premium features found on the latest Nest Learning Thermostat. Unlike the flagship version, it won’t learn your schedule automatically over time, for example, and lacks support for Nest Temperature Sensors that let you prioritize the temperature in a specific room. Even so, if all you want is an easy way to adjust your home’s temperature remotely and potentially lower your energy bills, the Nest Thermostat is still a solid investment at this price.
Technology
Medical identity theft follows you into the doctor’s office
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The Justice Department recently charged 455 people in its annual National Health Care Fraud Takedown. The cases involve more than $6.5 billion in alleged false claims. More state Medicaid units took part than in any prior year. Ninety of the accused are doctors or other licensed medical professionals. The DOJ says prosecutors still must prove the charges in court.
Many schemes used other people’s medical identities. Prosecutors also added aggravated identity theft charges in cases across dozens of states. In one case, the co-owner of a Virginia mental health company allegedly paid homeless people with hotel stays. Prosecutors say the company used their Medicaid numbers, then billed Medicaid for crisis services the patients never got.
For the people whose numbers got used, the case file may eventually close. Their medical records may not be so easy to fix. Once someone else’s treatment shows up under your name, it can add wrong information to your chart. It can also use up insurance benefits you may need later. That is harder to undo than canceling a credit card.
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DR OZ WARNS MEDICARE SCAMMERS ARE STEALING BILLIONS — AND YOUR PERSONAL INFORMATION COULD BE NEXT
Medical identity theft can put someone else’s claims, prescriptions or diagnoses into your health records, creating problems that can follow you into a doctor’s office. (iStock)
The identity thief’s treatment gets written into your file
Medical identity theft happens when someone uses your name, Social Security number (SSN), health insurance account number, or Medicare number to see a doctor, fill a prescription, buy medical equipment, or submit a claim, according to the Federal Trade Commission (FTC).
When care is billed under your name, the thief’s health information can blend into yours. The FTC warns that mixed records can affect the care you’re able to get and the benefits you are able to use. A blood type, a drug allergy, a diagnosis, or a prescription that belongs to a stranger can sit in the file a physician reads before treating you.
Data breaches can feed the market for medical identity theft
Hospitals and insurers hold the exact records that make the fraud work, and those records are stolen often. This does not mean every healthcare breach leads to fraud. However, it explains why your insurance number, Medicare number, SSN and medical records can become valuable long after a breach notice arrives.
This spring, NYC Health + Hospitals reported that an intruder had copied files that may have included health insurance information, medical information, biometric data, billing data and other personal information. The breach was later reported to affect roughly 1.8 million current and former patients and employees.
Once a name, SSN, insurance number, Medicare number or medical record reaches a criminal marketplace, it can be resold to operators who bill under someone else’s identity.
Treat your insurance card like a credit card
Your health insurance and Medicare numbers are what these operations need, so the FTC recommends guarding them the way you would a payment card.
- Keep enrollment forms, benefit statements, and prescription labels somewhere secure, and shred them before throwing them out.
- When a doctor’s office asks for your SSN, ask whether it can use another identifier or the last four digits instead.
- Be wary of anyone who calls, texts, or emails offering free braces, genetic tests, or medical supplies in exchange for your Medicare number; several of the schemes in the June takedown billed Medicare for exactly those items.
- If you are on Medicare, create or log in to your secure Medicare account and review your claims. You can also check your Medicare Summary Notice for services, supplies or equipment you do not recognize. If something looks wrong, call 1-800-MEDICARE.
HOSPICE FRAUD USES STOLEN IDENTITIES FOR FAKE PATIENTS
Experts urge patients to treat insurance cards like credit cards and quickly challenge unfamiliar medical bills, claims or benefits notices. (iStock)
Your credit report may never flag this fraud
Because a fraudulent medical claim runs through insurance and provider systems instead of a credit check, it skips the alerts most people rely on.
Here’s what the FTC says you should look out for:
- A bill or an Explanation of Benefits (EOB) statement for care you never received
- A call from a debt collector about a medical debt you do not owe
- A medical collection you do not recognize on your credit report
- A notice from your insurer that you have reached your benefit limit
- A Medicare Summary Notice that lists services, supplies or equipment you never received
What to do first if a medical claim looks wrong
If a bill, EOB or Medicare notice shows care you never received, move quickly and keep everything in writing.
1) Call your insurer or Medicare directly
Call your insurer or Medicare using the number on your card, not a number from a random text, email or voicemail.
2) Get the claim details
Ask for the provider name, date of service, claim number and service details.
3) Request the records in writing
Contact the provider in writing and request the medical or billing records tied to that claim.
4) Report the error
Report the error to your insurer’s fraud department.
5) File an identity theft report
File a report at IdentityTheft.gov if your medical identity was used. That gives you a recovery plan and documentation you may need if fraudulent bills or collections show up later.
6) Save every document
Keep copies of every bill, EOB, letter, portal message, police report and case number.
Correcting a medical file is slower than disputing a charge
Request your records from every provider, clinic, pharmacy, lab and insurer the thief may have used, then report each error in writing. Under HIPAA, a provider generally has 30 days to give you access to your records after a written request, with a possible 30-day extension.
Fixing the record itself can take longer. HHS says a covered provider or health plan usually has up to 60 days to act on a request to amend a medical record, with a possible 30-day extension in certain cases. If the provider or plan created the wrong information, it must amend inaccurate or incomplete information.
There’s one catch, though: a provider may refuse to release records that now contain a stranger’s information, citing that person’s privacy. If that happens, ask for the provider’s privacy officer or patient advocate. You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights if you do not get your records or an explanation within the required window.
TEXAS DATA BREACH HITS 3M LICENSE CUSTOMERS
Stolen Medicare, Medicaid or insurance numbers can be used to bill for care, medical equipment or prescriptions patients never received. (kali9/Getty Images)
A credit freeze alone won’t stop a claim under your insurance
A freeze blocks new accounts, but it does nothing about a claim filed with your insurance number. Because medical identity theft can move without touching your credit file, monitoring where your personal information appears is the earliest way to act on it.
An identity theft protection service can monitor the dark web, data broker sites and people-search sites for exposed SSNs, driver’s license numbers, medical ID numbers and email addresses. It can also track all three credit bureaus for medical collections that may follow and flag public-record changes tied to your name.
If misuse happens, some services include fraud resolution support to help you request records, dispute fraudulent claims and work with providers, insurers and credit bureaus. Some plans also include identity theft insurance for eligible recovery costs.
No service can prevent every misuse of your medical identity. However, ongoing monitoring may flag exposed information before another person’s treatment reaches your records and your insurance.
See my tips and best picks on Best Identity Theft Protection at CyberGuy.com.
Kurt’s key takeaways
Medical identity theft hits in a place most of us rarely check: our health records. A stolen credit card can usually be canceled quickly. A stolen Medicare or insurance number can create fake claims, wrong diagnoses and benefit headaches that follow you long after the fraud case ends. I would not wait for a credit alert here. Check your EOBs, Medicare Summary Notices and insurer portals for visits, prescriptions or equipment you never received. Also, treat your insurance card like a payment card. Do not give the number to anyone who calls, texts or emails out of nowhere with a free offer. The most important thing is to act fast. Call your insurer or Medicare, ask for the claim details and request your medical records in writing. Then file at IdentityTheft.gov, so you have the paperwork you need if fraudulent bills or collections show up later.
Have you ever spotted a medical bill, insurance claim or EOB for care you never received? Let us know by writing to us at CyberGuy.com.
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Copyright 2026 CyberGuy.com. All rights reserved.
Technology
Meta is reportedly working on smart glasses that would be recording all the time
Meta might be the next company to make an always-on AI wearable. The company is working on prototype “super sensing” always-aware smart glasses that could continuously record audio and snap photos “every few seconds,” according to the Financial Times. The wearer could then ask Meta AI about the captured audio and images.
However, the images and audio might not be directly available to the user. Here’s how the FT describes one way the glasses could use the data:
In one proposed system, raw footage and audio would not be stored by Meta or made available to the user, several people said. Instead, the metadata from that audio and images would be extracted and uploaded to the server for Meta’s AI to query, which proponents argue would have fewer privacy implications.
But currently, Meta is planning for the LED recording indicator to remain off in “super sensing” mode, the FT reports. In a July 2025 whitepaper, the company said that it would reserve the LED indicator for “active capture” scenarios where the user is saving photos or videos, and leave it off during “AI Feature” use — such as scanning a menu — to avoid users becoming too used to the indicator. (If the indicator was on during the “super sensing” mode, it might also be harder to know when the glasses are actually recording video.)
Meta is also discussing if it would use the captured data for training its AI models. It may also bring the “super sensing” features to glasses it has already released, the FT says.
“While we don’t comment on internal prototypes, we’re committed to getting our glasses right because they need to be loved by both people wearing them and those around them,” Meta spokesperson Dave Arnold says in a statement to The Verge. Arnold also notes that “Our approach has been to develop new technologies that will help people throughout their day, with privacy built in from the ground up.”
Meta hasn’t been shy about some type of always-aware glasses being a possibility. CEO Mark Zuckerberg, in the company’s Q1 2026 earnings call, said that he was “really excited to see the glasses evolve from being able to answer questions to being able to be a personal agent that’s with you all day long, helping you remember things and achieve your goals.” In a March blog post about new Ray-Ban Meta glasses, the company wrote that “with ongoing software updates, Meta AI on glasses will transition from something you have to prompt with a question each time, to a more continuous, in-the-moment assistant that can help throughout the day.”
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