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Top 7 tips for sending sensitive documents online

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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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Top 7 tips for safely sending sensitive files online

1) Restrict access to files

Best tips for sending sensitive documents online

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.

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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.

HOW TO REMOVE YOUR PRIVATE DATA FROM THE INTERNET 

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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

Best tips for sending sensitive documents online

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.

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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.

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6) Encrypt your files

Best tips for sending sensitive documents online

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.

BEWARE OF ENCRYPTED PDFs AS LATEST TRICK TO DELIVER MALWARE TO YOU

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. 

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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.

For more of my tech tips and security alerts, subscribe to my free CyberGuy Report Newsletter by heading to Cyberguy.com/Newsletter.

Ask Kurt a question or let us know what stories you’d like us to cover.

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Google might fix its fingerprint scanner woes with the Pixel 9

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Google might fix its fingerprint scanner woes with the Pixel 9

Google’s upcoming Pixel 9 lineup will reportedly feature a faster, more reliable ultrasonic fingerprint scanner, according to Android Authority. It would replace the optical under-display fingerprint sensor that Google introduced on the Pixel 6 with the newer technology that’s capable of reading even wet or oily fingerprints.

The switch could also address some of the widespread issues that users have experienced when trying to unlock their Pixel devices, with some people saying that light levels and finger dryness can impact the reliability of the previous optical reader. Optical scanners are the oldest method of reading fingerprints. They work by flashing light against the user’s finger and then visually detecting patterns and ridges on the surface — meaning any changes like dirt or blemishes can interfere with the process.

By contrast, ultrasonic sensors read fingerprints with greater accuracy by bouncing ultrasonic pulses off of them, which also spares users from being blinded if they need to unlock their phones at night. According to the reliable leaker Kamila Wojciechowska, the Pixel 9 will use Qualcomm’s 3D Sonic Gen 2 (QFS4008), the same model found on the Samsung Galaxy S24 Ultra.

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How criminals are exploiting personal information to target vulnerable seniors in elder fraud

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How criminals are exploiting personal information to target vulnerable seniors in elder fraud

Scammers are using leaked personal information to rob older Americans of their hard-earned money. 

In 2023, people over 60 lost a whopping $3.4 billion to scams, a 10.6% increase from 2022, according to the FBI’s IC3 reports. 

Tech support scams are the most common, affecting the most people and causing the biggest financial losses. Other common scams include investment fraud, romance fraud and identity theft.

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A man working on his laptop (Kurt “CyberGuy” Knutsson)

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How criminals use your personal data against you

According to the FBI’s IC3 reports analyzed by the data removal company Incogni, criminals are able to scam older folks because they have access to their personal data. They gain access to this data through data brokers who collect personal information from public records and sometimes also source it privately. This data can include anything from your name, contact number, address and financial details to your relationship status, the electronic gadgets you use and more.

When a criminal has your personal information, they can use many tactics to scam you. I discuss some of the common ones below:

1. Investment fraud: Criminals perpetrating investment fraud use personal information, such as financial details, names and contact numbers, to trap their victims. This type of fraud affected 6,400 individuals in 2023, causing total monetary losses of $1.2 billion.

2. Tech support scam: It’s one of the more common scams where a criminal uses information like your contact number and the electronic gadgets you use to scam you. They may also try to impersonate popular e-commerce companies like Best Buy and Amazon. Around 18,000 individuals have been affected by tech support scams in 2023, losing over $589.8 million.

3. Confidence or romance fraud: Personal data like income level, credit rating and assets owned can help criminals choose viable targets for this type of scam. Over 6,700 Americans have been affected by confidence or romance fraud and have lost over $356.9 million.

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Other examples of ways criminals scam elderly people include government impersonation, identity theft and harassment.

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A woman using her laptop (Kurt “CyberGuy” Knutsson)

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What is the scale of these scams?

Seniors in the States have been significantly impacted by scams involving personal data. In 2023, there were a total of 101,068 reports filed by individuals over 60 years old, resulting in total losses of $3.4 billion. This represents a 14.5% increase from the 88,300 reports filed in 2022 and a 10.6% increase in the total amount of money lost (up from $3.1 billion in 2022).

The numbers become even more shocking when you take reports from the last five years. Between 2019 and 2023, a staggering 455,000 reports were filed, with seniors losing a total of $10 billion. In 2023, the average amount lost per victim was $33,900, a slight decrease (3.38%) from the $35,100 in damages reported in 2022.

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A man working on this laptop (Kurt “CyberGuy” Knutsson)

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10 ways to protect yourself from criminals exploiting personal information

If you think you’re at risk or have been affected by one of the many scams I discussed, follow these steps to protect your digital privacy and safety.

1. Invest in data removal services: While no service promises to remove all your data from the internet, having a removal service is great if you want to constantly monitor and automate the process of removing your information from hundreds of sites continuously over a longer period of time. Check out my top picks for data removal services here.

2. Place a fraud alert: Contact one of the three major credit reporting agencies (Equifax, Experian or TransUnion) and request a fraud alert to be placed on your credit file. This will make it more difficult for identity thieves to open new accounts in your name without verification.

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3. Be cautious of phishing attempts: Be vigilant about emails, phone calls or messages from unknown sources asking for personal information. Avoid clicking on suspicious links or providing sensitive details unless you can verify the legitimacy of the request.

The best way to protect yourself from clicking malicious links that install malware that may get access to your private information is to have 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.

4. Check Social Security benefits: It is crucial to periodically check your Social Security benefits to ensure they have not been tampered with or altered in any way, safeguarding your financial security and preventing potential fraud.

5. Change your password: If you think your personal data has been compromised, you can render it useless to thieves simply by changing your password. Opt for a strong password, one you don’t use elsewhere. Even better, consider getting a password manager to generate one for you.

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6. Regularly monitor your financial accounts: Check your bank accounts, credit card statements and other financial accounts regularly (at least every two weeks) for any unauthorized transactions or suspicious activity. This allows you to catch fraud early and take action.

7. Be cautious on social media: Be careful about the personal information you share on social media, as scammers can use details like birthdays, vacation plans and family/friend connections to target you.

8. Use multifactor authentication: Enable two-factor authentication on your important accounts to add an extra layer of security beyond just a password. This requires a second step like a code sent to your phone to log in.

9. Back up your data: Regularly back up important data from your devices to an external hard drive or cloud storage. This protects you if your device is lost, stolen or infected with malware.

10. Use updated security software: Keep security software like antivirus and anti-malware programs updated on all your devices to protect against the latest threats.

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Kurt’s key takeaways

Your data is now more valuable than gold for scammers and bad actors. They can use your personal information to cause not only financial but also mental harm. These bad actors especially target individuals above 60, knowing that they are vulnerable. It’s important that you stay extra careful when navigating online and don’t address unsolicited advice from anyone on the web or over the phone.

Do you think government authorities should do more to prevent seniors from falling victim to online scams? Let us know by writing us at Cyberguy.com/Contact.

For more of my tech tips and security alerts, subscribe to my free CyberGuy Report Newsletter by heading to Cyberguy.com/Newsletter.

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Ask Kurt a question or let us know what stories you’d like us to cover.

Follow Kurt on his social channels:

Answers to the most asked CyberGuy questions:

Copyright 2024 CyberGuy.com. All rights reserved.

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WhatsApp is developing a personalized AI avatar generator

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WhatsApp is developing a personalized AI avatar generator

Whatsapp appears to be working on a new generative AI feature that should allow users to make personalized avatars of themselves for use in any imagined setting. The in-development feature, spotted in the new WhatsApp Beta for Android 2.24.14.7 by WABetaInfo, will seemingly use a combination of user-supplied images, text prompts, and Meta’s AI Llama model to generate the images.

A screenshot shared by WABetaInfo says that users can imagine themselves “in any setting from the forest to outer space.” The examples look fairly typical for those produced by AI generators, particularly if you’ve used apps like Lensa AI or Snapchat’s “Dreams” selfie feature.

To create the personalized avatar, WhatsApp users will need to “take photos of yourself once” which will then be used to train Meta AI to produce images in the user’s likeness in any setting. WhatsApp users will then be able to generate their avatars by typing “Imagine me” with a description of the setting in Meta AI chat, or in other WhatsApp conversations by typing “@Meta AI imagine me…”

The feature will reportedly be optional, and will require users to manually enable it in the WhatsApp settings before it can be used. WABetaInfo also says that the reference images can be deleted at any time via the Meta AI settings.

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