At Croft Financial Group (CFG), safeguarding client and advisor information is a top priority. We’ve implemented a comprehensive Secure Document Handling Protocol to ensure confidentiality, compliance, and peace of mind throughout the onboarding and advisory process.

Adobe Sign with Password Protection

All onboarding documents sent via Adobe Sign are password protected to ensure only authorized individuals can access and sign them. This adds a critical layer of security to digital signatures and personal data.

Secure File Sharing with SharePoint and CouchDrop

We use SharePoint and CouchDrop for encrypted file sharing and storage. Both platforms are configured with Multi-Factor Authentication (MFA) to protect against unauthorized access and ensure only verified users can view or upload files.

Client Uploads via Direct Secure Links

Upon request, clients can securely submit documents using dedicated upload links that connect directly to a private, access-controlled folder. Each link is unique and ensures files are delivered to the correct destination without risk of exposure.

For Advisors – Document Sharing Best Practices

1. Use Approved Platforms Only
   Always use CFG-approved platforms (Adobe Sign, SharePoint, CouchDrop) for sending and receiving documents. Avoid email attachments for sensitive information.
   
2. Set Passwords on Signed Documents
   The CFG On Boarding Team handles the secure sending of client on-boarding packages. However when using a digital signing platform independently, apply password protection before sending client documents for signature to prevent unauthorized access.
   
3. Enable MFA Everywhere
   Ensure your access to SharePoint, CouchDrop, and other systems is protected by Multi-Factor Authentication (MFA).
   
4. Never Forward Upload Links
   Each upload link is client-specific and access-controlled. Do not share or reuse links between clients.
   
5. Review Before Uploading or Sending
   Double-check that documents or e-mails contain no extra pages or personal data unrelated to the client’s case.

For Clients – Document Sharing Best Practices

1. Use the Secure Upload Link Provided
   Only submit documents using the secure, personalized upload link sent by your CFG advisor. Do not email sensitive files.
   
2. Avoid Public Wi-Fi
   Upload documents from a trusted network or device to minimize security risks.
   
3. Use PDF Format Where Possible
   Convert scanned images or photos to PDFs before uploading for better readability and consistency.
   
4. Do Not Reuse Old Links
   Only use the most recent upload link provided to you, as folders and permissions may change.
   
5. Contact Us if You’re Unsure
   If you’re unsure whether a link or request is legitimate, reach out directly to your advisor before sending any documents.

For any questions or support with document submission, please contact your admin@croftgroup.com