There’s nothing more off-putting than sending or receiving a scanned file and realizing that the information was unsecured and was located in a random stack of papers. Some of the best practices for secure financial document scanning are ensuring it’s in PDF format, following up, using a cover letter, and making sure your files are labeled.
Using Cover letters
Using a cover letter ensures that the receiver knows what they can expect from the document and who is it coming from. Using cover letters when scanning is one of the best practices because you do not want your financial documents to be sitting on a stack of paper that someone picks and later discards.
Following Up
One of the best practices for securing financial documents when scanning is to follow up with the sender. You can follow up via phone call, but doing so through email is often better because it provides concrete documentation of the communication. In the email, you can attach a PDF, ensure nothing else is needed, and include your contact information. By following up, you can create another direct line of contact between you and the receiver.
Ensuring the Files Are Labeled
Ensuring that the files are appropriately labeled is an excellent practice for everything you do! However, it’s especially important for your financial documents, as labeling your files before sending them off will make it easier for people to search their system and find your information. When you label things, include your name and the essential relevant information.
Using a PDF
Another best practice when financial document scanning is to ensure that your documents get sent in a portable document format. This format allows the files to be quickly sent to others without allowing the recipient to make any changes to the document. Additionally, this format makes it easy for the recipient to print the document if needed.
Don’t make any mistakes when sharing your financial documents. Instead, be sure that you are taking these steps to ensure success with all financial records.