{"id":428,"date":"2026-09-09T00:25:22","date_gmt":"2026-09-08T15:25:22","guid":{"rendered":"https:\/\/jim-jin.com\/?p=428"},"modified":"2026-10-08T09:10:02","modified_gmt":"2026-10-08T00:10:02","slug":"%e7%a4%be%e5%a4%96%e3%81%ab%e3%83%95%e3%82%a1%e3%82%a4%e3%83%ab%e3%82%92%e9%80%81%e3%82%8b%e5%89%8d%e3%81%ae%e3%83%81%e3%82%a7%e3%83%83%e3%82%af%e3%83%aa%e3%82%b9%e3%83%88%ef%bd%9c%e5%90%8d%e5%89%8d","status":"publish","type":"post","link":"https:\/\/jim-jin.com\/en\/posts\/428","title":{"rendered":"Checklist Before Sending Files Outside Your Company"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">You prepare a revision but attach the old file. The filename is correct, yet the document still names a previous client. You write that documents are attached, then send without attachments. Sending files outside your company requires care against such mix-ups and omissions.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A consistent checking order helps reduce oversights. Choose the files, check their contents, then compare recipients, message and attachments. This checklist follows that process.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">A ready-to-use checklist before sending files externally<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Here are the main checks before sending. Add items to fit your company&#8217;s delivery procedures and approval rules.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Item<\/th><th>What to check<\/th><\/tr><\/thead><tbody><tr><td>\u25a1 Recipients<\/td><td>Company, contact, email address and CC are correct.<\/td><\/tr><tr><td>\u25a1 Filenames<\/td><td>Content, date and version are identifiable and match the recipient.<\/td><\/tr><tr><td>\u25a1 Version to send<\/td><td>The selected file is the approved version intended for this delivery.<\/td><\/tr><tr><td>\u25a1 Contents<\/td><td>Names, amounts, dates and reporting periods are correct.<\/td><\/tr><tr><td>\u25a1 Unnecessary information<\/td><td>No internal notes or information from other projects remains.<\/td><\/tr><tr><td>\u25a1 Display<\/td><td>No garbled text, clipping or missing pages.<\/td><\/tr><tr><td>\u25a1 Format and size<\/td><td>They meet the recipient&#8217;s specifications and receiving limits.<\/td><\/tr><tr><td>\u25a1 Attachments and sharing<\/td><td>Nothing is missing or duplicated, and sharing scope is correct.<\/td><\/tr><tr><td>\u25a1 Match with message<\/td><td>Document names and counts in the message match attachments or linked files.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">The key is to <strong>open and check the actual file you will send rather than relying on its name.<\/strong> Here is how to check each item.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Make filenames identify content and version<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Do not rely only on Final or Latest<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Folders containing Final, Final2 and Latest make it hard to choose. Include the document, subject, date and version according to company rules.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For example, Estimate_ExampleCompany_20260909_v02.pdf identifies content, recipient, date and version. Agree within the team whether dates mean issue or update dates.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A filename or modification date alone does not show approval status.<strong>The latest working file is not necessarily the file approved for this delivery,<\/strong> so check the intended version.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">After renaming, check the contents too<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">When reusing an older document, it is easy to change the filename but forget the recipient or reporting period inside.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">After naming the file, check the cover, body, headers, footers and each sheet. Document search can help when client or project names appear in several places.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Organize files for delivery<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If working, review and delivery files are mixed, place delivery copies in a dedicated folder to reduce mix-ups.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If changes follow, ensure they reach the delivery copies too. Keep older versions in a place clearly separate from the files to send.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Open files and check contents and unnecessary information<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Review important names, amounts and dates<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Reading from the beginning alone may miss incorrect numbers or names. Compare these items with the request or verified reference documents.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Client and contact names.<\/li>\n\n\n\n<li>Amounts, quantities and unit prices.<\/li>\n\n\n\n<li>Issue dates, submission deadlines and reporting periods.<\/li>\n\n\n\n<li>Product names, project names and reference numbers.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Pay particular attention to fields that need changing in templates or files reused from a previous month.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Check that requested revisions were made<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">For revised documents, verify that requested changes are present. Also check that necessary text was not removed and unrelated sections were not changed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To compare original and revised notices, consider <a href=\"https:\/\/jim-jin.com\/en\/diff\">JIM-JIN&#8217;s Text and File Difference Checker<\/a> using its pasted-text comparison. Its description states that pasted text is compared in the browser without sending it to the server.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Difference highlighting helps locate changes; it does not judge correctness or whether a document may be sent. Review the changes and obtain required approval.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Check for internal notes or other project information<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Check more than the visible document body, including the following.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Comments and revision history.<\/li>\n\n\n\n<li>Hidden sheets, rows and columns.<\/li>\n\n\n\n<li>Working notes and internal information such as costs.<\/li>\n\n\n\n<li>Previous client names or other project data.<\/li>\n\n\n\n<li>Documents or computer screens visible in photos.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Hiding information is different from deleting it.<\/strong> Check what may be shared externally and remove unnecessary information from delivery copies.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Supported Windows Office applications provide Document Inspector for checking comments and hidden data. Detection and removal differ by application, and removal may be irreversible, so use a copy of the original. For details, see <a href=\"https:\/\/support.microsoft.com\/ja-JP\/Office\/collab-files\/remove-hidden-data-and-personal-information-by-inspecting-documents-presentations-or-workbooks\">Microsoft&#8217;s Document Inspector guidance.<\/a> Review the instructions before using it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">After deleting Excel sheets or similar content, check formula references and displayed results. Keep required business originals separately from delivery copies.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Check readable formats, display and file sizes<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Choose formats according to the recipient&#8217;s purpose<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Check whether the recipient needs an editable Excel file or a PDF for review. Prioritize specified submission formats for images and CSV files too.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Renaming an extension does not change the file format. Use suitable software or tools to convert and save when needed.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Open files after saving or conversion<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Even if an editing screen looks correct, saving or PDF conversion can cause clipping or page break changes. Open the actual delivery file and check according to its format.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>File type<\/th><th>Main checks<\/th><\/tr><\/thead><tbody><tr><td>PDF<\/td><td>Page count, clipped text or tables, blank pages and required pages<\/td><\/tr><tr><td>Excel<\/td><td>Required sheets, displayed contents, formula errors and unwanted information<\/td><\/tr><tr><td>CSV<\/td><td>Garbled Japanese text, shifted columns, leading zeros and long numbers<\/td><\/tr><tr><td>Images<\/td><td>Orientation, readable text, needed details and unintended content in the frame<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">After further editing or saving, check affected areas again.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Check the total attachment size<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Check both individual sizes and the combined total. A message within your sending limit may still exceed the recipient&#8217;s receiving limit. Follow any size specified by the recipient.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For large photos, use <a href=\"https:\/\/jim-jin.com\/en\/picdownsize\">JIM-JIN&#8217;s Image Compressor<\/a> to adjust file size. Afterward, check small text and details the recipient needs.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The tool explains that images may be temporarily sent to and stored on the server. Check data handling and internal rules before processing.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">After compression, check save locations and filenames so that you do not attach the original images by mistake.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Check multiple files and sharing links as one delivery<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Inspect the contents when creating a ZIP<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If the recipient can receive ZIP files, bundling multiple files can simplify delivery.<a href=\"https:\/\/jim-jin.com\/en\/zip\">JIM-JIN&#8217;s ZIP Creator<\/a> can package files and folders while retaining their hierarchy.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Creating a ZIP does not ensure all required documents are included. Open the ZIP and check the following.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>All required files are included.<\/li>\n\n\n\n<li>No old versions or working files are mixed in.<\/li>\n\n\n\n<li>Documents are not duplicated.<\/li>\n\n\n\n<li>No unnecessary folders or other project data is included.<\/li>\n\n\n\n<li>Extracted files open correctly.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">ZIP packaging may not substantially reduce size and does not itself guarantee secure delivery. Follow the recipient&#8217;s receiving conditions and company rules.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Check sharing link targets and permissions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Verify that a sharing link points to the intended file or folder. Avoid sharing a whole folder containing other projects when you intend to send only one document.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If recipients need only viewing access, reconsider whether editing permission is necessary. Check sharing scope, expiry and login requirements in the service&#8217;s settings.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Your ability to open a link does not guarantee the recipient can. If access fails, check their account and permissions rather than carelessly broadening sharing.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Immediately before sending, compare recipients, message and attachments<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Check addresses, not only display names<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Even if company and contact names look correct, verify that the selected address belongs to the intended recipient. Check To, CC and BCC for unnecessary or missing recipients.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In replies or forwards, review retained recipients and quoted messages. Ensure no unnecessary previous exchanges will be sent to the current recipient. IPA&#8217;s <a href=\"https:\/\/www.ipa.go.jp\/security\/guide\/ps6vr70000007pkg-att\/09_hazimete_slide.pdf\">guidance on using email<\/a> also recommends rechecking recipients and contents before sending.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Compare document names and counts in the message with attachments<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If your message says an estimate and specification are attached, verify that both are included. If you announce a revision, the attached file must be the revised version.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Check reporting periods and file counts too. For sharing links, ensure that the linked destination contains the documents described in the message.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Check the attachments themselves<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Where possible, open attached files from the email composer for a final check. This verifies that the attachment is the same file you reviewed locally.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Editing a local file after attaching it may not update an ordinary attachment. Check whether you need to reattach it and verify contents again. Complete required approval or double-check procedures before sending.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Common questions about pre-send checks<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Does saving as PDF remove the need to check contents?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">No. Errors in the source remain in the PDF. Check the saved PDF for content errors, clipping and missing pages after conversion.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Is adding Final to a filename enough?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">No. Check approval and contents, and use consistent dates and versions. Filenames are clues for identifying the correct delivery copy.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Should I ZIP a large set of files?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">That depends on the recipient&#8217;s conditions and business rules. Even where ZIP is allowed, check for missing or unwanted files inside.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Open delivery files and align recipients, message and attachments<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Using the same checking order each time can reduce omissions. Select the version, open files to review contents, and check their state after saving, conversion or compression.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Finally, compare recipients, message and attachments. Adapt the opening checklist to your company&#8217;s delivery procedure and use it in daily work.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>You prepare a revision but attach the old file. The filename is correct, yet the document still names a previous client. You write that documents are attached, then send without attachments. Sending files outside your company requires care against such mix-ups and omissions. A consistent checking order helps reduce oversights. Choose the files, check their [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":925,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"swell_btn_cv_data":"","footnotes":""},"categories":[15],"tags":[],"class_list":["post-428","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-media"],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO 5.0.2.1 - aioseo.com -->\n\t<meta name=\"description\" content=\"You prepare a revision but attach the old file. The filename is correct, yet the document still names a previous client. You write that documents are attached, then send without attachments. 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