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Checklist for Safe Document Upload

Gunfinder Magazine

Do you want to upload your documents securely online? Here are the key steps summarized:

Quick Check for Upload

Phase Key Measures
Preparation Check file format & size, clean sensitive data
Network Security Use VPN, no public Wi-Fi
Security Check Strong passwords, enable 2FA
Data Protection Encryption (AES-256), comply with GDPR
Post-Processing Regularly check upload status and access rights

With these steps, you optimally protect your sensitive data.

Secure File Transfer: How Encryption Protects Sensitive Data

Steps for Document Preparation

Thorough preparation of documents is crucial for a successful upload. Pay attention to the following aspects:

Choosing the Right File Format

Opt for secure and widely used file formats:

Avoid insecure formats like .exe or .bat, as these are often blocked by upload systems and pose security risks. Once the format is set, also pay attention to the file size.

File Size Guidelines

Document Type Recommended Maximum Size
PDF Documents 10 MB
Images (JPG/PNG) 5 MB
Office Documents 15 MB
ZIP Archives 20 MB

Tips for Reducing File Size:

Additionally, all content should be optimized and cleaned before upload.

Cleaning Documents

Before uploading, files should be checked and cleaned:

For scanned documents: redact or remove sensitive information such as signatures or bank details that are not required.

Network Security Setup

A secure network connection is essential for uploading documents securely and preventing unauthorized access.

Secure Connection Methods

For secure file uploads, you should rely on these connection methods:

Connection Type Security Level Suitable For
HTTPS High Standard uploads
VPN Very high Confidential documents
SFTP Very high Large data volumes

Ensure that the URL starts with "https://" and a lock symbol is displayed.

Tips for Secure Uploads:

Now let's take a look at the risks of public networks.

Risks of Public Networks

When you are on the go, you should be particularly cautious. Public Wi-Fi can pose a danger to the upload of your documents.

What to Avoid:

For mobile uploads, prefer LTE/5G, a personal hotspot, or a VPN connection.

Additional Security Measures:

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Security Checks

Password Policies

Choose passwords that are at least 12 characters long – preferably 16 or more. Combine uppercase letters, numbers, and special characters to increase security.

Password Element Minimum Recommended
Length 12 characters 16+ characters
Uppercase Letters 1 2-3
Numbers 1 2-3
Special Characters 1 2-3

Tips for Secure Passwords:

Additionally, it is advisable to enhance security by enabling two-factor authentication (2FA).

Two-Factor Authentication

Here's how to enable 2FA:

  1. Install an authentication app
    Choose one of the following apps:
  2. Set up backups
    • Keep backup codes safe, both digitally and on paper.
    • Provide a backup email address and an alternative phone number.
    • Document the recovery process in case you lose access.

In addition to secure passwords and 2FA, it is important to carefully manage access rights for your documents.

Access Rights Check

After setting up password protection and 2FA, check the access rights of your documents to prevent unauthorized access.

How to Control Document Access:

Permission Levels:

Role Permissions Suitable For
Viewer Read Only External Users
Editor Read & Comment Team Members
Administrator Full Control Document Owners

Regularly review access rights and immediately revoke permissions that are no longer needed. This way, you maintain control over sensitive content.

Data Protection Measures

After conducting security checks, it is equally important to focus on data protection.

Basics of Encryption

Ensure that documents are protected both during transmission and when stored.

During Transmission:

During Storage:

Type of Encryption Level of Protection Suitable For
AES-256-GCM Very High Confidential Business Documents
RSA-4096 High Personal Documents
ChaCha20 Medium General Files

Review of Privacy Policies

Before uploading documents, you should carefully review the provider's privacy policies.

Important Points:

Also, ensure that a data processing agreement in accordance with Art. 28 GDPR is in place. Once the policies are reviewed, check if all necessary consents are obtained.

Necessary Permissions

Obtain all necessary consents before processing personal or sensitive data.

Document the following information:

Permission Matrix for Sensitive Documents:

Document Type Necessary Consent Retention Period
Personal Data Written 10 Years
Business Documents Digital 6 Years
Technical Documents Informal 3 Years

Keep all consents and evidence carefully. A digital document management system can help you keep track and ensure compliance with regulations.

After the Upload

Checking the Upload Status

After the upload, it is important to carefully check the status:

Technical Control:

Plan regular review intervals to ensure quality:

Review Interval Aspects to Check Documentation
Daily Availability, Access Digital Log
Weekly Integrity, Backup Review Report
Monthly Encryption, Permissions Security Audit

Once the upload status is checked, access should also be monitored.

Check Access History

In addition to the technical review, it is crucial to keep an eye on the access history.

Watch for:

Record anomalies in a log and respond immediately to suspicious activities.

Document Expiration Dates

After checking access, a well-organized management of expiration dates is necessary.

Set up automatic reminders to act in time:

Document Type Review Interval Archiving Duration
Contracts Quarterly 10 Years
Project Documents Biannually 5 Years
Internal Policies Annually 3 Years

Regularly conduct clean-ups and ensure that outdated documents are securely deleted. Use methods that ensure data protection.

Summary

Here are the key steps for a secure document upload presented clearly:

Phase Main Aspects Important Measures
Preparation File format & size Use PDF/A for long-term archiving, adhere to maximum file size, check metadata
Network Security Connection & Protection Use VPN, avoid public Wi-Fi, keep firewall up to date
Security Check Authentication Use strong passwords, enable 2FA, check access rights
Data Protection Encryption Implement end-to-end encryption, review privacy statements, validate permissions
Post-Processing Monitoring Check upload status, review access logs, pay attention to expiration dates

Keep Important Points in Mind

A secure document upload is not a one-time step but an ongoing process that requires attention and updates. Stay vigilant to minimize risks.

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