How to Share Files Securely with Your Audit Firm and Stay Fully in Control with elDoc

In Today’s Business Landscape, Sharing with Audit Firms Is Routine — But It Shouldn’t Feel Like a Gamble

Every year, organizations exchange thousands of documents with external audit firms from financial statements and compliance reports to board minutes and supporting evidence. This exchange is essential for transparency and governance. But it’s also one of the most vulnerable moments in your information lifecycle.

Because the moment your file leaves your secure environment…
your control goes with it.

Even trusted partners operate outside your internal policies and security perimeter. Once a document is sent by email or shared via a simple link, you face a cascade of invisible risks:

• 📤 Uncontrolled Redistribution: A forwarded email or copied link can expose sensitive data to unauthorized recipients.
• 💾 Permanent Availability: Most file-sharing links remain active long after audits conclude — meaning data can be accessed long past its purpose.
• 📸 Untraceable Copies: Recipients can download, print, or screenshot confidential material — and you may never know it happened.
• 🔍 Zero Revocation: Once the file is out, it’s out. There’s no reliable way to withdraw or expire access once the audit is done.

These scenarios aren’t hypothetical — they happen daily. That’s why traditional sharing methods — email attachments, generic cloud links, shared drives — are no longer enough. They offer speed but sacrifice the very things that matter most: security, visibility, and control.

The Problem Isn’t Just External Risk — It’s the Loss of Internal Control

Inside your organization, you may have airtight access controls, encryption, and activity logging. But once you share externally, that security framework collapses. Your confidential reports, contracts, or internal evidence can suddenly be:

• Duplicated without permission
• Forwarded to unknown parties
• Retained indefinitely in someone else’s inbox or drive

Even when you trust your auditors completely, the chain of custody for your files becomes fragmented and unverifiable. And when regulatory auditors later ask, “Who had access to this file, and when?” — you might not have a complete answer.

That’s not compliance.
That’s exposure.

Regain Control Beyond Your Perimeter — with elDoc Secure File Sharing

elDoc changes the equation. It allows you to extend your internal security policies beyond your own infrastructure, giving you continued command over your files even after they’re shared externally.

When you share documents with your audit firm through elDoc, you can:

• 🔐 Restrict downloads, copies, and re-shares — keeping files view-only if needed
• ⏳ Set automatic expiration dates, revoking access when the audit period ends
• 🚫 Withdraw or disable access instantly, even after a file has been shared
• 🧾 Track every interaction — who viewed, when, from where, and what actions were taken

With elDoc, your files are never “out there.” They remain under your control — protected by real-time access governance, identity verification, and traceable audit trails. You maintain the freedom to collaborate and the authority to protect. So you can share with confidence, not compromise.

How elDoc Makes File Sharing with Audit Firms Secure and Effortless

Here’s how elDoc ensures you maintain control — from the first upload to the final download.

Organize, Structure, and Share — Your Way

Start by uploading your audit documents to elDoc or selecting existing files from your secure workspace. Everything you upload stays ready to be shared under your specific terms. With elDoc, you can easily:

• 🗂 Create folders and sub-folders to mirror your internal filing logic — for example, separate sections for income, expenses, financial statements, legal documentation, or management reports.
• 📂 Upload documents in bulk to quickly prepare a full audit package without having to send individual files one by one.
• 🎞 Support multiple file formats — from standard office documents and PDFs to images, spreadsheets, and even video files used for evidence or operational demonstrations.

This structure allows you to give your external auditors clear, organized access to exactly what they need — and nothing more.

Each folder and file can have its own permissions, expiration rules, and access controls, meaning you can:

• Share one folder in “view only” mode
• Grant another for collaborative review
• Lock down confidential appendices or board papers with watermarking and copy restrictions

Your audit team benefits from clarity and order, while you maintain granular control at every level.

Secure Sharing and Complete Control – How elDoc Manages Every Step

When sharing files with your audit firm, elDoc ensures that every step of the process is secure, transparent, and fully under your control. It’s not just about sending documents — it’s about governing how, when, and by whom they’re accessed.

Flexible Sharing Options

elDoc allows you to choose the most convenient and secure way to deliver your documents.
You can either send files directly via email to designated auditors — including personalized notes or context — or generate a unique, access-controlled secure link that you can share manually.
Both methods give you full visibility into who can access each file and for how long, ensuring that even routine exchanges remain secure.

Advanced Access Controls

Before sending any file, you decide precisely how your recipients can interact with it.
elDoc supports multiple authentication layers to verify user identity and prevent unauthorized access:

• One-Time Password (OTP): Each recipient receives a unique code, confirming their identity before viewing.
• Custom Password Protection: Add a second layer of defense, sharing the password securely through a trusted channel.

By combining OTP and custom passwords, you create a robust dual-authentication system — ideal for highly sensitive financial or legal documents.

Time-Limited Access

To prevent outdated files from remaining accessible, elDoc lets you set automatic expiration dates and times for every shared document.
Once a file expires, access is instantly revoked — even if the link still exists.
This feature is invaluable for audit cycles, short-term collaborations, and draft reviews, ensuring that confidential data isn’t available beyond its intended purpose.

Controlled Viewing Experience

Not every recipient needs full editing rights. elDoc allows you to define exactly how your files can be viewed:

• Original Format for editable collaboration
• PDF Format for standardized, read-only access
• Secure Image Format for maximum protection, converting files into non-editable image-based views

This guarantees that sensitive data can be viewed but not copied, printed, or extracted — preserving confidentiality even during external review.

Dynamic Watermarking for Traceability

To deter unauthorized distribution, elDoc automatically applies dynamic watermarks to each shared document.
These watermarks can include the recipient’s email address, access date and time, and custom identifiers, making every file uniquely traceable.
Even if screenshots or photos are taken, the source is immediately identifiable — adding accountability and discouraging misuse.

Download and Re-Sharing Restrictions

You remain in full command of what happens to your documents after sharing.
You can enable or disable downloads, limit them to certain formats (original or PDF), or restrict access to “view only” mode.
Additionally, elDoc gives you the option to block re-sharing altogether or to allow it while keeping complete visibility into every secondary recipient, ensuring that nothing escapes your control.

Comprehensive Audit and Monitoring

From the moment you share a file, elDoc begins automatically tracking and recording every interaction — who accessed it, when, what actions they performed, and even from which IP address or device (if enabled).
You can monitor this activity in real time for compliance reporting and audit documentation.

Confidence, Compliance, and Control

With elDoc, secure file sharing becomes an end-to-end controlled process.
Every document you send is backed by authentication, authorization, traceability, and auditability — ensuring that even after sharing externally, you never lose oversight.

In short: You don’t just send files — you define how they live, who sees them, and when they disappear.
That’s the power of secure, compliant collaboration with elDoc.

There’s no ambiguity — just a complete, verifiable trail of evidence proving how each file was handled

Beyond Secure Sharing — A Unified, Controlled Collaboration Space

With elDoc, security doesn’t end once a file is sent — it extends into how you and your audit firm work together.
It’s not just a tool for transferring documents safely; it’s a dedicated collaboration environment designed for the unique needs of audit interactions.

In a typical audit, the process doesn’t stop after you upload the requested files.
Auditors review them, analyze the data, and send follow-up questions or working papers back for clarification.
Traditionally, this leads to a messy chain of emails, attachments, and ad-hoc file versions spread across inboxes and drives — hard to track, impossible to secure, and difficult to reconcile later.

elDoc eliminates that chaos.

Instead of sending files back and forth, both you and your auditors work within a single secure workspace, purpose-built for document exchange and review.

Here’s how it works:

• 🗂 Dedicated collaboration folders: You can create shared folders specific to an audit engagement or reporting cycle. Each folder acts as a controlled “data room” where both parties can upload, review, and comment on documents without ever leaving the secure environment.
• 🔁 Bi-directional exchange: Need to provide clarification, additional evidence, or updated documents? Simply upload to the same controlled folder — all actions remain fully auditable and timestamped.
• ⏰ Faster turnaround: With everything centralized, feedback cycles shrink from days to hours, saving valuable time in audit preparation and response.

This means collaboration happens in real time, without compromising confidentiality or compliance. Every shared insight, comment, and revision is securely logged — no more guessing who uploaded what or when.

Unlimited External Access — No Extra Licenses Required

When it comes to collaborating with external auditors or third-party reviewers, elDoc removes the usual licensing barriers that slow down or complicate file sharing. Unlike many enterprise platforms that require each external participant to have a paid account or dedicated user license, elDoc allows unlimited external access — at no additional cost. That means your audit firm, consultants, legal advisors, or any other authorized counterpart can securely access and collaborate on your shared files without needing to purchase or register under a separate subscription.

This approach provides major operational and financial advantages:

• 🔓 Frictionless external collaboration: Invite as many external users as needed — auditors, advisors, or partners — instantly and securely.
• 💸 No hidden costs: Your subscription already includes unlimited external access; there are no per-user fees, no extra seats to manage, and no access restrictions during audit peaks.
• 🧩 Simplified setup: External users (like auditors) can authenticate through OTP verification or temporary access passwords, without requiring full onboarding into your company’s internal system.
• ⚖️ Controlled permissions: Even with unlimited access, you retain full authority to define each auditor’s role — view-only, comment, or upload — ensuring that every action stays within your governance model.

This flexibility turns elDoc into a true collaboration bridge between organizations, not just a secure storage tool.
You can freely and safely share files with multiple audit firms, external reviewers, or business partners — all within the same secure platform — without worrying about user limits, additional fees, or compliance gaps.

In essence: elDoc empowers you to extend your secure ecosystem outward — to every auditor, reviewer, or partner — with zero licensing friction and complete security oversight.