Are Your Files Being Stolen?

You may be unknowingly giving away information people pay you for or that you otherwise want to keep private, for free.

I was recently reminded about a situation that happened to me many years ago; because something similar recently happened to a client.

More than a decade ago, I couldn’t find an article I’d included in one of my e-books on my external hard drive, so I went online to find a version that I may have given another blogger to use. (Bloggers did a lot of guest authoring in the 2000’s.)

To my surprise, I found a current version of the entire e-book in a PDF or MS Word downloadable format on my website! I never intended the general public to have access to that file. I never expected that if someone searched for some of the words that were in the e-book, they’d get the exercises and information that is part of a marketing program clients pay me to download.

As I said above, recently something similar happened to one of my clients. They have a website that was created using WordPress, a platform you maybe using, too. They created a section of their site where they put blank client files, instructions, and newsletter articles they just want their clients to view.

Instead, they noticed (from their website statistics) that those very files were being downloaded at a higher rate than their rate of client acquisition.

A Few Solutions to the Problem

1) When I found my e-book online, I quickly learned how to password protect the directory where my private client files were kept.  Then each time I on-boarded a new client, they received a private ID and password  that allows them to access the area.  I continue to use this system which I call the Client Cafe or that some advisors call their Client Vault or Client Center.  Many advisors put their client forms and other documents in a system like this that is created for them by their web designer.

2) I purchased shopping cart software and made sure that the software came with protected storage of all files.  I’ve since removed that software from my site but once my website is updated this year, I’ll put a more secure shopping cart on it containing my programs, e-books, and coaching offerings.

3) You can set up a cloud-based membership site for your clients and place the information behind the curtain so to speak.  Membership sites have been part of the internet since the late 1990’s and the market for membership site software has become competitive in the last 10 years.  You’re probably familiar with membership sites if you’re a member of an organization who gives you access to their files, newsletter, forum (bulletin board), etc. online.

4) Last year I tried something new by creating a system in a cloud-based system called DropBox where I placed more than 40 files in 10 folders, that corresponded to each of my Advisor Business Mastery Inner Circle trainings.  I liked the way the system worked so well, that after a new subscriber joins my tips newsletter, they’re taken to a Thank You page where they get my Financial Advisor More Business Toolkit.  Many of the links, to the toolbox resources, take you to areas of my DropBox where the files are housed securely.

Tell us how you protect your files online. What’s worked or not worked. What software or other system are you using?  What questions do you have about keeping client documents secure?