Confidential document sharing checklist

Confirm the need to share0/6

• Write down why the recipient needs the documents
• Confirm the intended recipient through a known contact channel
• Check that you are authorised to share the information
• Select only the files needed for this purpose
• Remove unrelated personal or client information from the copy
• Check any handling instructions attached to the documents

Review the actual files0/6

• Check that each selected file is the intended version
• Review comments and tracked changes before exporting
• Inspect hidden sheets, rows and columns in spreadsheets
• Check document properties for unnecessary identifying details
• Use a proper redaction tool for information that must be removed
• Open the final exported copies to inspect what is visible

Choose the access settings0/6

• Choose a sharing method appropriate to the information’s sensitivity
• Check who can access the folder or link
• Remove unrelated files from the shared location
• Set an expiry date on a private sharing link, for example with DocBunker
• Check how to revoke access before sending the link
• Check the recipient view using a non-owner session

Send and follow up0/6

• Recheck the address before sending the message
• Keep confidential details out of the message subject
• Tell the recipient what the files are for
• Ask the recipient not to forward a private access link
• Record the sharing date and planned access end date
• Revoke access when the agreed sharing period ends