Securely store important documents online with Dropbox
At a Glance
Particularly in a time of crisis, having ready access to important papers and documents is vital to caregiving. With Dropbox you can store them online, and provided you have internet access or a data plan, access them just about anytime, anywhere from any device. So the next time you desperately need a document, rather than spend countless hours searching for it, all you need to do is launch Dropbox and it will be there at your fingertips.
Cost: Basic plan is free, paid upgrades are available
Available on: Desktop computers running Linus, macOS or Windows operating systems, iOS & Android mobile devices, and online via Chrome, Firefox, Safari, & Microsoft Edge browsers
Restrictions: For ages 13+
The day I sat down to write this post, I found it rather ironic that I ended up desperately needing an important piece of paper that I of course could not find.
Having last used it over ten years ago, I had apparently stored it away for safekeeping in a place so safe that it was even safe from me. No matter how hard I racked my brain, I could not remember where I put it.
After much anxiety, a little luck and an hour and a half of frantically ripping my house apart, I finally found it.
Sound familiar?
A common caregiving dilemma
Not having ready access to important papers when you need them is common among caregivers. Typically, it seems you only need them when there’s a crisis, which when you can’t easily find them, can further compound an already stressful situation.
Fortunately, with today’s digital technology, rummaging through desk drawers, rifling through file cabinets, and combing through seemingly endless piles of bankers boxes to find documents that up until a few short moments ago you didn’t know you urgently needed to have, can be a thing of the past.
A digital solution
As I am sure you already know, documents created using computers are inherently digital. Any document you create with your computer is stored as a digital file.
Should you need a document created by someone else, you can have them email it to you, then once it’s in your email, you can easily save it to your computer where it too will be digitally stored.
Additionally, if over the years you or the person you are caring for has managed to amass a large volume of paper-only documents, they too can be digitized.
Today’s technology makes digitizing them as easy as taking a picture with your phone. No longer do you need a stand-alone scanner or an expensive all-in-one printer-copier-scanner-fax-machine to do the trick. All you need is the right app.
Both the App Store and Google Play stock several scanning apps that allow you to scan paper-based documents using just your phone. Once they’ve been scanned, to move them onto your computer all you need to do is share them with yourself via email.
You can also text them to yourself and share them with various third-party apps that let you place them on your computer from within the app.
You can connect your phone to your computer directly as well, and simply drag and drop the files from your phone onto your computer.
Having all your loved one’s important papers stored on your computer, however, isn’t going to do you much good if when you need them, you end up being somewhere your computer is not.
That’s where Dropbox comes in.
What is Dropbox?
At its core, Dropbox is a cloud-based digital storage service. Essentially, this means that when you use Dropbox, rather than store digital files on your computer locally, you store them on their computers (i.e., servers) remotely.
Having your files remotely stored on their servers allows you to access them just about anytime, anywhere from any device. All you need is a Dropbox account, which you can create by going to www.dropbox.com.
Be aware, that when you first land on their homepage Dropbox will attempt to upsell you to a paid account, however, their Basic plan is free so you can ignore their sales pitch.
Also, unless you plan to store a lot of pictures or videos in Dropbox, the 2 gigabytes of storage that comes with their free plan should suffice. If at a later date you find you need more space, you can always upgrade to a paid plan.
Their free plan also limits you to three connected devices, which means that at any given time you can only have three devices connected to your account.
Typically, you would connect a computer, a smartphone, and perhaps a tablet, so in most situations this limitation shouldn’t be an issue for you.
How do you access Dropbox?
Once you create an account, you can immediately begin storing files in Dropbox. Though it can be a bit confusing, there are three ways to access your account:
Open a browser on your computer or mobile device and go to www.dropbox.com
Go to www.dropbox.com and download the desktop app onto your desktop or laptop computer
Go to the App Store or Google Play and download the mobile app onto your smartphone and/or tablet
Each platform has its advantages and disadvantages and there are some things you can do with one platform that you can’t do with another.
For example, if you want to scan a paper-based document directly into Dropbox, you can only do so using the mobile app.
If you want to request a file from someone who doesn’t have a Dropbox account, you can only do so by logging into your account via www.dropbox.com.
If you want to drag and drop files from your computer into your Dropbox account, you can do that via the desktop app or www.dropbox.com, but not with the mobile app.
Because what you intend to do dictates the platform you should use, you want to make sure you have access to all three platforms.
Accessing your account using a browser or the desktop app is pretty straightforward, however, when downloading the mobile app, there are a couple of things you need to be aware of.
Like when you first create an account, Dropbox will try to upsell you to a paid account, but they don’t make it obvious that you can skip this step. All you need to do is tap Cancel in the upper right corner of your screen.
After tapping Cancel you will be prompted to upload some photos. You will want to skip this step too because uploading photos will quickly eat through your available storage space.
For this same reason, you also don’t want to enable camera uploads. If you do, it will automatically upload all the photos and videos you have stored on your mobile device leaving you with little or no remaining space for your loved one’s important papers and documents.
Getting started
After you create an account, when you first use Dropbox, rather than start by using a mobile device, I recommend you use a computer.
Assuming that many of your loved one’s important papers and documents are probably already on a computer, it makes the most sense to start by moving them from that computer into your Dropbox account.
There are a number of ways to accomplish this depending on your situation.
If you’re loved one’s important papers aren’t on your computer, but instead are on their computer, there are a few things you can do.
You can login to your Dropbox account from their computer via www.dropbox.com then follow the procedures outlined below for moving files and folders into your account using the web browser version of Dropbox.
Keep in mind, however, that as a Basic plan member (assuming you haven’t upgraded to a paid account), you are limited to three connected devices so this method will use up one of those slots.
If logging into your account via their computer isn’t practical because, for example, you live too far away, if your loved one has the necessary computer skills, you could have them login to your account and upload the documents themselves.
Cybersecurity experts will tell you, however, that sharing login credentials is risky and not a very good idea.
If you do live nearby, to keep from using up one of your three device slots, during your next visit you can download the documents you need from your loved one’s computer onto a USB drive (e.g., flash or thumb drive) and then upload them to your Dropbox account from that drive using your computer when you return home.
To keep the documents secure, once you’ve uploaded them, you will want to permanently delete them from the USB drive. Such a small device can easily be misplaced or stolen.
If again distance is a barrier and you don’t want to use up one of your device slots or aren’t comfortable having your loved one login to your account because of the security risk, you can have them email the documents to you.
If, however, the email and the attached documents aren’t at least password protected or better yet encrypted, they aren’t very secure and are vulnerable to hacking.
Lastly, if your loved one has a computer (along with the skills needed to operate it), you can have them create their own Dropbox account.
Following the instructions outlined in this post, they can create an account and then upload the relevant documents from their computer to their account and then share them with you.
Sharing files through Dropbox, however, does have its own set of risks, which you will learn more about later in this post.
If most of your loved one’s important papers and documents are already on your computer, moving them into your Dropbox account is very easy to do. You can use either the browser version of Dropbox or the desktop app.
If you use the browser version, when you launch it, by default your Dropbox homepage will open. On your homepage, there will be a menu to the left of your screen, another one to the right, and in the center will be the following three sections:
Suggested for you (files and folders you’ve recently been working on)
Starred (files and folders that you’ve indicated are important)
Recent (files and folders that you’ve recently viewed)
With the exception of two introductory files placed there by Dropbox, when you first land on your homepage these three sections will be empty. They will start to populate when you begin creating and uploading files and folders.
Uploading files and folders
When on your homepage, to upload files and folders I find it easiest to start by clicking the Files link in the menu to the left of your screen. This will open what Dropbox refers to as your Dropbox folder.
To upload an existing file from your computer to this folder, click the Upload Files link in the menu to the right of your screen.
This will open a window that reveals all the files you have stored on your computer. Select the one you want, then in the bottom right hand corner of the window, click the Open button which will upload the file to your Dropbox folder.
To upload an existing folder from your computer to your Dropbox folder, you follow a similar procedure.
Click the Upload Folder link in the menu to the right of your screen, from the pop-up window that appears select the folder you want to upload, then click the Upload button located in the bottom right hand corner of the window.
The folder and all of its contents will then be uploaded to your Dropbox folder.
You can also drag and drop files and folders from your computer into your Dropbox folder using the web browser version of Dropbox, however, the process is rather cumbersome.
Instead, I have found that dragging and dropping is best done using the desktop app.
To launch the desktop app, click the Dropbox icon that appears in your system tray after you download the app onto your computer. If you use a PC, the icon will be located at the bottom right of your screen. If you use a Mac, it will be located at the top of your screen.
Clicking the icon will cause a pop-up window to appear that among other things, will display a menu across the top of the window that includes a set of icons. The icon you want to locate is the folder icon.
If you use a PC, clicking that icon will launch File Explorer (formerly Windows Explorer). If you use a Mac, it will launch Finder.
In either case, after you click it, if you are a regular computer user you will be presented with a user interface that should look familiar to you that will allow you to locate the files and folders you have stored on your computer and drag and drop them into your Dropbox folder.
Organizing your files and folders
As a caregiver, you know that getting and staying organized is paramount to your success. Hence, once you’ve uploaded all the relevant important caregiving papers and documents from your computer to your Dropbox folder, it’s time to get organized.
Within your Dropbox folder you can create subfolders, and within those folders you can create more folders, and within those folders even more folders and so on ad nauseam.
The number of folders and subfolders you create will of course depend on your unique caregiving situation and organizational style.
At a minimum, I recommend you create one folder for each person for whom you provide care. If for example, you care for both your parents, I recommend you create a folder called Mom’s Important Papers and one called Dad’s Important Papers.
Creating a new folder is rather easy to do. If you use the desktop app, you create a new folder the same way you create one using Finder or File Explorer depending on whether you use a Mac or PC.
To create a new folder using the web browser version of Dropbox, first make sure you are on the Files page then click New Folder in the menu to the right of your screen.
To create a new folder using the mobile app, launch the app then tap the plus sign at the bottom of your screen. Next, in the menu that appears on your screen tap Create Folder. Give the folder a name by tapping New Folder in the row labelled Folder Name then type in a name using the pop-up keyboard.
Afterward, tap Done in the upper right hand corner of your screen then tap Create, which will also be located in the screen’s upper right hand corner.
Moving files and folders
One you’ve created all the folders you at least initially think you need, you can start moving all the papers and documents you uploaded to your general Dropbox folder into those folders.
How you move your files depends on the platform you use to access your Dropbox account. In my opinion, the easiest platform to use to do this is the desktop app because it allows you to drag and drop files.
Simply click the folder icon in the upper right hand corner of the window that appears when you launch the app. Then, depending on whether you use a Mac or PC, you’ll either use Finder or File Explorer to drag and drop the files into their appropriate folders.
Moving files using the mobile app or accessing your Dropbox account via the web is a little more complicated. In either case, you’ll want to make sure you are on the Files page (not the Home page) and that you see a list of all the files located in your Dropbox folder.
Two views are available to you: list view and image view. In list view, there will be an ellipsis (3 horizontal dots) to the right of the name of the file. In image view, the ellipsis will be located beneath the image of the file.
Clicking or tapping the ellipsis will reveal a menu. Scroll through the menu until you find Move, then click or tap it. This will allow you to select the folder into which you will now be able to move the file.
Using similar procedures, you can also move folders.
Scanning documents
It’s probably safe to assume that not all of the important papers and documents you need for caregiving are on your computer. Many may be paper-only, which means to put them into Dropbox, you’ll need to scan them.
Within the Dropbox mobile app there is a built-in scanner that is very easy to use. To activate it, after you launch the app, tap the plus sign that appears at the bottom of your screen. Next, tap Scan Document.
The first time you do this, Dropbox will ask for permission to access your camera, which you want to allow to happen.
Once the camera launches, point it at the document you want to scan. For best results, make sure the document is on a desk or table with a contrasting background and that you are in a well lit area, but not so well lit that a glare appears on the document.
If you have the scanner set to Auto, which is the default setting, the scanner will attempt to locate the document and differentiate it from its background by placing a rectangle around it.
Once it finds the document, it will scan it automatically. Should the auto function have difficulty identifying the document, you do have the option to scan it manually.
After the document has been scanned, you will be presented with the option to scan additional pages, rearrange the page order, apply a filter, adjust the contrast, rotate and crop the document.
Once you’ve made whatever changes you want via these options, you then need to name the document, determine whether you want to save it as a .pdf or a .png file, decide the image quality you want, select the folder you want it stored in, then save it.
Afterward, it will show up in your Dropbox account stored in the folder you specified.
How secure is Dropbox?
According to their website, Dropbox follows currently recommended industry standards to protect your data both when in transit and at rest.
Whenever you upload or download data to and from Dropbox and while it sits idly on their servers, it is encrypted. To access it, you must have the right key. Hence, should someone successfully hack their system, if they don’t have the key, they won’t be able to access your files.
While this is pretty hefty security, we don’t believe you should consider it to be 100% foolproof. Though it may be unlikely, there is always the possibility that their security system could be breached by someone who can unlock your files.
Also, keep in mind that Dropbox does have the key and according to their Privacy policy, they reserve the right to access your data whenever necessary to:
Comply with any applicable law, regulation, legal process, or appropriate government request
Protect any person from death or serious bodily injury
Prevent fraud or abuse of Dropbox or its users
Protect their rights, property, safety, or interest
Perform a task carried out in the public interest.
Another thing to be mindful of is that your data is only as secure as the steps you’ve taken to secure your Dropbox account and the devices you use to access your account.
With regard to accessing your account, Dropbox recommends setting up two-factor authentication. Regarding securing the devices you use to access your account, you may want to consider these tips from the University of California Berkeley.
Privacy concerns
Like most online services, Dropbox collects information from and about its users. In addition to the information you provide, such as your name and phone number, Dropbox uses cookies, pixel tags, and other technologies to gather other information about you.
At a minimum, they track how you use their service, learn what websites you visit before and after you use their service, identify what devices you use to access their service, and pinpoint your location.
Additionally, though in their Privacy policy they state they do not sell the information they collect about you to advertisers or other third parties, they do share it with third parties with whom they do business. The reason they state for doing so is to help Dropbox provide, improve, protect, and promote its services.
The benefits of Dropbox
From a caregiving perspective, the primary benefit of Dropbox is that once you’ve uploaded all your important caregiving papers and documents to Dropbox, you can access them nearly anytime, anywhere provided of course you have your smartphone or tablet with you and you have internet access or a data plan.
This means, when that crisis hits, trying to find the one document you so desperately need, such as your mom’s list of medications or your dad’s advance directives, will be one less thing you have to worry about.
Another benefit of Dropbox is that it allows you to share files and folders with others, including people who don’t have a Dropbox account. This feature may be particularly helpful to you if for example other family members co-care with you.
Depending on what role they play on the caregiving team, they may need to access certain important papers that currently only you have. Conversely, they may have important papers you need to access.
If they happen to have a Dropbox account, they can share them with you directly. If they don’t have an account, you will need to initiate what Dropbox calls a File request.
This will put in play a mechanism that will allow them to share a file or folder with you that you can then upload to your Dropbox account.
When deciding whether to share a file or folder, something important to consider is that in all likelihood, it will no longer be secure or will at least not be as secure as it was before you shared it.
The files and folders you share will only be as secure as the security measures the person you plan to share them with has taken to protect their own Dropbox account and the devices they use to access their account.
Potential drawbacks
Aside from the security and privacy concerns I have already mentioned, I haven’t found any major drawbacks to using Dropbox.
Something to be aware of, however, is that Dropbox is no longer just an online, cloud-based, digital storage service.
While document storage is still at the heart of its business, it has evolved into being more of an online collaborative work space. Hence, many of its features aren’t directly relevant to caregiving, which can be somewhat distracting.
There is also a bit of a learning curve, but Dropbox makes learning how to use their service easy by providing access to live instructors, self-guided video tutorials, and quick-start guides.
You should also be aware that from a legal standpoint, scanned versions of certain documents are not valid.
For example, currently, scanned versions of your driver’s license, birth certificate and passport aren’t legally valid.
When you are required to present them, they must be originals or in the case of a birth certificate, a certified copy of the original.
This doesn’t mean that as a matter of course you shouldn’t scan them. Often, you may need the information from them to complete a form without having to present the actual document.
Also, should you lose the originals, having scanned versions available may make replacing them easier.
As an aside, to keep from losing them, you may want to consider storing them in a waterproof fireproof safe.
Finally, whether or not a scanned copy of a document is legal may depend on where you live. Different states have different laws with regard to this matter.
Should you have a question about the legality of a scanned version of a particular document where you live, your best bet is to check with an attorney.
The bottom line
As with any technology, if you do decide to use Dropbox, there will be trade-offs you have to make. In exchange for the convenience of being able to access your important caregiving documents virtually anytime, anywhere, you will have to sacrifice a degree of privacy and assume the risk, however slight, that a data breach may occur.
Deciding to use Dropbox, therefore, will involve deciding whether you think the rewards from using it outweigh the risks.
What’s your opinion? Do you think it’s worth the risk?
Whether you do or don’t, we’d love to hear from you in the comments section below.