How do you encrypt your expense reports before sending them online?

1 What is encryption and why do you need it?

Encryption is the process of transforming data into a code that only authorized parties can read and understand. It helps you protect your privacy and security when you share sensitive and confidential data online, such as your bank account details, receipts, invoices, and tax forms. Without encryption, anyone who intercepts your data can see and use it for malicious purposes.

2 How to choose an encryption tool?

When selecting an encryption tool, there are several factors to consider, such as the type of encryption (symmetric or asymmetric), the encryption algorithm (e.g. AES or RSA), and the encryption software (e.g. VeraCrypt or GPG). Symmetric encryption uses the same key to encrypt and decrypt data, while asymmetric encryption uses a public key to encrypt and a private key to decrypt data. AES is the most common symmetric algorithm, while RSA is the most common asymmetric algorithm. VeraCrypt is a free and open-source software that allows you to create encrypted containers or volumes on your computer or external drive, and GPG is a free and open-source software that allows you to encrypt and sign files, emails, and messages using public-key cryptography. You should look for a tool that is easy to use, compatible with your operating system and devices, and offers strong encryption standards.

3 How to encrypt your expense reports with VeraCrypt?

VeraCrypt is a good choice if you want to encrypt your expense reports as a whole, instead of individual files. To use it, you must download and install the software from its official website. Once installed, launch VeraCrypt and click on Create Volume. Select Create an encrypted file container and choose Standard VeraCrypt volume. Give your container a location and name, then select an encryption algorithm and hash algorithm. After setting the size of your container, enter a strong password and move your mouse randomly to generate entropy. Format the volume, then click OK when it is created and exit the wizard. To mount the container, launch VeraCrypt again and select the file. Choose a drive letter and enter your password to access the container. You can add files to the container by dragging and dropping them into the drive letter. To unmount the container, launch VeraCrypt once more and click Dismount.

4 How to encrypt your expense reports with GPG?

If you want to encrypt your expense reports as individual files, or if you want to share them with other people who have GPG keys, GPG is a good option. To use it, first download and install GPG from its official website. Then, generate a key pair for yourself either by following the instructions on the website or using a graphical interface such as Kleopatra or Gpg4win. After that, export your public key and share it with your recipients or upload it to a key server, and import the public keys of your recipients or download them from a key server. To encrypt a file, right-click on it and choose GPG Encrypt, select the recipients you want to encrypt for and click OK. To decrypt a file, right-click on it and choose GPG Decrypt; enter your password and click OK.

5 How to send your encrypted expense reports online?

When sending your encrypted expense reports online, it's important to use a secure connection such as HTTPS or VPN. Additionally, verify the identity and trustworthiness of your recipients before sharing any files or keys. After sending or storing your files, delete or shred any unencrypted copies. Lastly, for added security, change your passwords regularly and use different passwords for different accounts.

6 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?