When a client is emailing a business, it is unknown who will ever be privy to the following information:
- Who has access to the recipient’s computer
- The length of time your information is being stored for
- Where your information is stored and if it is somewhere safe
- Whether your information has left the possession of the
Clients will be unfamiliar with the security measures and protocols of that business and can only trust that their details will be dealt with appropriately.
From the opposing point of view, businesses receiving information from a client will be unaware of any viruses or malware that may be attached to an email they receive.
This may be a worst case and unlikely scenario, but it is possible, and it represents the difficulties of sending personal information by email.
You can take the best security measures in the world, but it is pointless if the person on the other end of the email is not doing the same.
The busy life most people lead requires constant multi-tasking and a feeling of always rushing to get the job done.
Sending an email to the incorrect recipient is often an easy mistake to make and difficult to correct. No matter how many apologies or recall requests are sent, it is simply impossible to know whether the unintended recipient actually deleted you erroneously sent email without acting on it.
In a world where time is of the essence, even the most efficient and detail-oriented person can make mistakes.
Unfortunately, once the email and/or attachment has been sent, even erroneously, control is lost over that information.
How Should You Accept and Send Personal Information?
Financial advisors, and those in similar positions, need access to the personal details of a customer or client.
There will always be a need to collect sensitive information in order to continue with the working relationship.
So how do you do this safely and efficiently?
The “old-fashioned” ways are still available. Clients could drop off a printed, hard copy version of any documents their advisor requests, directly to the office. This again comes with its own risks of these documents being lost or stored incorrectly.
The best way to manage information is to use a secure, client portal, which offers collaboration features and offers notification features so information access is clear and apparent.
This is a system that both financial advisor and client have access to for the purposes of sharing this sensitive information.
The portal encrypts the information stored in it and therefore allows financial advisors and clients to share documents safely without the risk of sending things into cyberspace!
The result? Leaving all parties feeling confident the client’s personal information is received and stored safely.