Encrypting your documents keeps them safe from prying eyes, both on your own servers and when you share them with others

Whether it’s financial records or personally identifiable information (PII), your business probably works with a lot of sensitive data. Cybercriminals want that data, and they want it badly. One particularly potent attack exposed private information from more than 3 billion records. To protect your files from potential cyberattacks, your company needs a solid document encryption strategy.

Document encryption — also called data encryption or file encryption — uses complex computer algorithms to hide the contents of sensitive files. If you have the decryption key, you can read the file. If you don’t, all you’ll see is a random string of letters and numbers. Encrypting files is usually a simple process, but you have to be proactive about it. First, you’ll want to know the basics of how encryption works. From there, you can learn about the potential benefits and pick the right tools for the job.

What is document encryption?

Document encryption is the process of digitally masking information to make it unreadable by unauthorized parties. When you encrypt a file, you also receive a key to automatically decrypt it. If you have this key, you can read the file. If you don’t, cracking the code could take billions of years.

There are two main types of digital encryption:

Symmetric encryption

Symmetric encryption uses the same key for both encryption and decryption. After encrypting a file, the sender must find a private way to share the key with the recipient. This could be through a secure email, a rich communication services (RCS) text message, or a face-to-face meeting. Word documents, spreadsheets, and other common office files usually use symmetric encryption.

Encrypting files via symmetric methods tends to be quick, but having to share the key can introduce additional cybersecurity complications. One popular type of symmetric encryption is the advanced encryption standard (AES).

Asymmetric encryption

Asymmetric encryption uses different keys for encryption and decryption. A sender encrypts a file using a public key, which plays no role in the decryption process. The recipient automatically gets a private key, which decrypts the file. Secure websites and email servers usually use asymmetric encryption.

Asymmetric encryption tends to be more secure than symmetric encryption. This is because the sender and the recipient don’t actually have to share any cryptographic information. At the same time, asymmetric encryption takes longer and may require more specialized software. The RSA (Rivest–Shamir–Adleman) algorithm is a type of asymmetric encryption.

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Benefits of document encryption

Secure file sharing

Most modern email, texting, and cloud storage services have some encryption protocols built into them. However, they also have some easy-to-exploit limitations. If you and your client use different email providers, the encryption might not apply to every step of the exchange. The same is true if you use an Android phone and your client uses an iPhone. Even cloud storage isn’t 100% secure, as anyone with a correct username and password can theoretically download files.

Document encryption gives you an extra layer of security. A cybercriminal could still steal your files through a well-executed man-in-the-middle attack, but wouldn’t be able to read any of them. Legitimate users, on the other hand, can get all the information they need once they enter the proper key.

Fewer data breach risks

No matter how well you prepare, a breach may still happen. Some of the biggest and best-protected companies in the world have suffered massive data breaches over the past two decades. Businesses with properly encrypted files have much less damage to repair after the fact.

Consider how much PII a business might need from its customers. A retail shop might store names, addresses, and credit card information. A medical office collects Social Security numbers and health data. Cybercriminals can — and do — ruin people’s lives with this information. An encrypted file could make it nearly impossible to extract.

Improved compliance

Document encryption isn’t just a good business practice. Depending on what you do, it may also be a legal requirement. For example, the Health Insurance Portability and Accountability Act (HIPAA) in the United States mandates that healthcare providers encrypt sensitive patient information. The General Data Protection Regulation (GDPR) in the European Union has similar rules as a potential technical safeguard for just about every entity that collects personal data to protect the personal data.

If regulators have updated your field’s legal standards within the last 30 years, there’s probably a section devoted to cybersecurity. That section will probably contain more specific instructions for data encryption. If you comply, you’ll probably be protecting both your customers and your own interests. If not, you could find yourself on the wrong end of a government inquiry.

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Document encryption tools and software

The best document encryption software largely depends on the size and complexity of your business. If you need to encrypt and send an occasional one-off file, there are tools built into both Windows and macOS. If you need to encrypt entire databases or servers, AxCrypt is a popular paid option. Open-source users may want to look into VeraCrypt instead.

These are by no means the only options, and every program has a different set of pros and cons. If you need enterprise-level encryption, it pays to spend some time researching before you buy.

Improve your cybersecurity with Ricoh services

Document encryption is a powerful tool, but true protection requires a comprehensive approach. Ricoh helps businesses across industries safeguard sensitive information with state-of-the-art imaging and security solutions. Financial institutions rely on our advanced scanning solutions to protect sensitive client data. Healthcare organizations improve patient care with high-quality image scanning. Government agencies accelerate digitization while maintaining security and compliance.

Whether you need to secure your login process, train your staff, or encrypt your documents, Ricoh can help protect your company and its documents. Contact us today to learn more.

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