Internet Delivery of Financial Information Policy
Even though email and the
internet have revolutionized the way we do business, we still usually deliver
financial statements, tax returns and other documents via hard copy. However,
we realize that clients are often asking us to send confidential financial
information by email and acknowledge that it is often more efficient to do so.
At [Firm Name], we will take
the following precautions to facilitate the security and confidentiality of
financial information being transmitted electronically. A password will be
placed on the file, and the document will be emailed to the client and then
saved on the network in its original format without a password.
§
Call the client and notify them that you will be
emailing the document.
§
Give them the password verbally over the
telephone and ask them to confirm via email when they have received the email
and attachment.
To place a password on a Word or Excel file
and email to client:
o
Select Options
from the Tools menu
o
Select the Security
tab
o
Type the password in the Password to open: text box and click OK. Confirm the password and
click OK. Passwords for clients will be a combination of numbers and the
letters [Firm Initials] in all caps. We will use the client number. (Example: 2876[Firm Initials]) When communicating this information to the
client, do not disclose that this is their client number.
o
With the Word or Excel file still open, create
an email with the attachment by using File,
Send to, Mail Recipient (as attachment). This will attach the file with the
password to an email message.
o
Once the email is sent, close the Word or Excel
file without saving it. This will save the file without the password but will
include it on the attachment that the client receives.
To place a password on an Adobe file and
email to client:
o
Select Document
Security from the File menu
o
Select Acrobat
Standard Security from the drop-down menu
o
Click the box for Password Required to Open Document and type the password in the User Password text box and click OK.
Confirm the password and click OK. Click Close
on the Document Security dialog box. Passwords for clients will be a
combination of numbers and the letters [Firm Initials] in all caps. We will
use the client number. (Example: 2876[Firm Initials]) When communicating this information to the
client, do not disclose that this is their client number.
o
With the Adobe file still open, create an email
with the attachment by using File, Send Mail. When prompted to save the
file select Yes. This will attach the
file with the password to an email message.
o
Once the email is sent, remove the password from
the Adobe file. Select Document Security
from the File menu
o
Select No
Security from the drop-down menu
o
Select OK
to confirm your selection and click Close
on the Document Security dialog box
o
Save the file
