ShareFile Instructions

We at Dillwood Burkel & Millar take it very seriously to protect confidential client information.  Currently we use ShareFile, a Citrix secure file transfer service, to address our concerns regarding the safely transfers of your information.

Receiving Documents from Us:

When you receive documents with sensitive information from us, the documents will be embedded in our emails to you via ShareFile, a software that provides high-level encryption.  You will need to provide some basic personal information to be able to download it from ShareFile’s secured site.

Uploading Files to Us:

If you need to upload files to us, please send an email to your contact with our firm, who will then send you a link to access a user-friendly site to upload files. Alternatively, if you have a recent email from your DBM contact, you may find the link to securely upload files to them in their signature block.

QuickBooks users: a friendly reminder that in order to expedite the upload process, please provide a portable file instead of a backup file when you sent in the information.

Please let us know if you have any questions or concerns regarding the safety measures we have in place to protect your information. We appreciate working with you.

Protecting Personal Identifying Information (PII)

In order to ensure security of information we highly recommend the use of our secure client portal as a means of transmitting information between you and our office. The portal allows you to upload documents directly to us and it gives you ready access to your tax returns and supporting documentation.

Additionally, we strongly discourage emailing or texting any information that includes your social security number(s), bank account number(s), or any combination of personal information that could be misused if it fell into the wrong hands.  Information should be uploaded to the portal, faxed (707-577-1417), mailed, or dropped off at the office.

Tips for Converting Physical Documents into Digital Forms

Please do not send us photos of documents.  Aside from the security issues listed above, it is terribly cumbersome for us to convert a photo to a useable format.

If you are using an iPhone you can convert a photo to a PDF:

1. Tap the sharing button when you are on the photo (tempting as it is, don’t send it to us!)
2. Select “print” in the action menu.
3. On the photo use two fingers to “spread” the photo, this is what turns it into a PDF.
4. You can now save the PDF to Files on your phone, and upload it to ShareFile or send it via email (again, only if it is not personal information).

If you are using an android device, you can also convert a photo to a PDF:

1. Open the image you want to convert,
2. Select the 3 dots at the top right corner, select print
3. Under printer choose, Save as PDF
4. Select paper size as Letter
5. Choose where to save