Collect ID Documents with Secure Forms (Encryption, Retention, Verification)

Why email is the worst place for IDs

Inbox threads and backups live forever. If one mailbox is compromised months later, passport scans can resurface. Collect IDs through secure forms with encryption and short retention.

Build a safer intake flow

1. Use a form with encryption in transit (TLS) and at rest, with access controls per user/team.
2. Collect the minimum needed (front only? redact fields not required).
3. Set retention (e.g., auto-delete after 7–30 days) and document who can access what.
4. Notify on access (alerts when files are viewed/downloaded).

Delivery & confirmation

• Send the intake link as a one-time, expiring link and share any access code by a separate channel (SMS/phone). How-to: The Safe Way to Share Passwords in 2025 (No Email).
• Disable link previews in chats to avoid auto-fetch: Prevent Accidental Link Previews.
• Verify identity with a short phone call or shared passphrase before approving the submission.

File hygiene (before forwarding)

• Redact unneeded fields properly (don’t just blur). Guide: Redact Sensitive Info in Screenshots and PDFs.
• Strip metadata (EXIF/author). File tips: Share Sensitive Photos & Documents Safely.
• If you must send to a partner, encrypt an archive (7z/ZIP-AES) and split the passphrase by channel: Send Encrypted Archives Safely.

Access reviews & offboarding

• Audit access monthly: who can view/download submissions?
• Remove users who no longer need access and rotate secrets they handled. Checklist: Employee Offboarding.

Useful external references

• OWASP: Sensitive Data Protection 🔗
• EFF: Choosing strong passwords 🔗
• NIST: Privacy Framework 🔗

Related reading

Teach non-technical clients a simple routine: Plain-English Guide for Clients/Family

If an email already leaked IDs: The Simple Incident Playbook for Leaked Passwords

Bottom line

Collect less, protect more, and delete quickly. A secure form with encryption, short retention, and verification beats email every day.

Secure One-Time Messages - Send confidential messages that self-destruct after being read once. Your privacy is our priority. →.