Employment services are all about working with people. At the same time, every placement involves a flood of documents flowing through the organization. CVs, identity documents, contracts, and wage agreements are emailed and shared on a daily basis. That's part of the job.
Everyone knows what information is needed. What is less visible is what happens to those documents once they are on their way. Not because they are handled carelessly, but because speed and cooperation determine practice.
Secure emailing and secure file sharing are therefore not separate activities, but part of how the work is done on a daily basis.
Email is convenient but also vulnerable
Emailis the obvious way to share information. It is fast, accessible, and everyone uses it. Resumes are forwarded, documents are sent along, or "sent later."
Usually, this works well. But as documents are forwarded more often and more people are involved, it becomes more difficult to keep track of everything:
- who has received a file,
- how long it will be stored,
- and whether it is still being used for its intended purpose.
That moment rarely feels exciting, but it is the moment when control slowly slips away.
When documents keep circulating
Filesdo not disappear after being sent. They end up in inboxes, are saved, forwarded, or reused later. It becomes even more difficult to keep track of things when documents are also shared outside the organization.
Candidates trust that their data will be handled with care. Clients expect the same, even within their own organization. How documents are emailed and shared plays a bigger role in this than is often thought.
What secure emailing and secure file sharing add
Secureemailing and secure file sharing do not change the way you work. They do not add any extra steps. Above all, they make it clear what is happening.
You keep track of:
- whoever receives a document,
- how long it is available,
- and that files do not continue to circulate unnecessarily.
This provides peace of mind in an environment where a lot of information is moving around, without losing speed.
Well-organized work
Employment servicesis a data-intensive profession. That is not a problem, as long as it remains clear how information is shared. Unnecessary risks rarely arise from bad intentions, but from unclear transfers and implicit assumptions.
Organizations that handle email and document sharing consciously:
- keep track of,
- prevent repairs and discussions afterwards,
- and demonstrate that they handle the trust of candidates and clients with care.
That's not an extra step. That's just working professionally.
About FileCap
FileCapwas developed for employment agencies that email and share sensitive documents on a daily basis. Resumes, identity documents, and contracts are sent securely, made available temporarily, and can only be viewed by authorized persons. With insight into usage and European storage. This way, document sharing remains part of the job, not an additional risk.
