How do you encrypt and backup your tenant documents online?

1 Choose a cloud storage service

The first step is to choose a cloud storage service that suits your needs and budget. There are many options available, such as Google Drive, Dropbox, OneDrive, iCloud, and more. You should compare their features, pricing, security, and compatibility with your devices and software. Some cloud storage services offer encryption by default, while others require you to enable it manually or use a third-party tool.

2 Create folders and subfolders

The next step is to organize your tenant documents into folders and subfolders. This will help you find them easily and manage them efficiently. You can create folders based on the property address, the tenant name, the document type, the date, or any other criteria that makes sense for you. You can also use color codes, labels, or tags to categorize your documents.

3 Encrypt your documents

The third step is to encrypt your documents before uploading them to the cloud. Encryption is a process that converts your documents into a code that can only be read with a key or a password. This way, even if someone hacks into your cloud storage account or intercepts your data, they won't be able to access your documents without your permission. You can use built-in encryption features in your software, such as Microsoft Office or Adobe Acrobat, or use a separate encryption tool, such as VeraCrypt or AxCrypt.

4 Upload your documents

The fourth step is to upload your documents to the cloud storage service. You can do this manually, by dragging and dropping your files or folders, or automatically, by syncing your local folders with your online account. You can also use a backup software, such as Backblaze or Carbonite, that can upload your documents to the cloud on a regular basis or whenever you make changes.

5 Share your documents

The fifth step is to share your documents with the people who need them, such as your tenants, co-owners, managers, accountants, or lawyers. You can do this by sending them a link, an invitation, or an attachment. You can also control the level of access they have, such as view-only, edit, or comment. You should always use secure methods of sharing, such as encryption, password protection, or two-factor authentication.

6 Review and update your documents

The sixth and final step is to review and update your documents regularly. You should check for any errors, changes, or updates in your tenant information, contracts, payments, or requests. You should also delete any obsolete or duplicate documents to save space and avoid confusion. You should also test your backup and encryption systems to make sure they work properly and you can restore your documents in case of an emergency.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?