How to store W-9s securely

Best practices for storing W-9 documents that contain sensitive taxpayer information.

1Why W-9 security matters

W-9 forms contain Social Security numbers (SSNs) or Employer Identification Numbers (EINs). If these documents are exposed, it can lead to identity theft and tax fraud. As the business collecting them, you have a responsibility to store them securely.

2Don’t use email or shared drives

Emailing W-9 forms is one of the most common—and riskiest—practices. Email is not encrypted end-to-end in most cases, and attachments linger in inboxes and sent folders indefinitely. Similarly, a shared Google Drive or Dropbox folder may be accessible to people who don’t need the documents.

3Use encrypted, access-controlled storage

Store W-9s in a system that encrypts files at rest and in transit, and limits access to only the people who need it. This could be a dedicated secure document management system, or a purpose-built tool like W-9 Nudge that uses private storage buckets with signed download URLs.

4Access controls

Only your bookkeeper, accountant, or the person responsible for 1099 filing should have access to W-9 documents. Avoid giving broad access. If someone leaves the team, revoke their access promptly.

5Retention and deletion

Keep W-9s for as long as required (typically at least four years after the related tax return). When it’s time to dispose of them, use secure deletion—don’t just move them to a trash folder.

Frequently asked questions

Is it safe to ask vendors to email their W-9?

It’s not recommended. Email attachments are not encrypted in most cases and can be intercepted or accessed by unintended recipients. Use a secure upload link instead.

How does W-9 Nudge store documents?

W-9 Nudge stores documents in a private, encrypted storage bucket. Files are never publicly accessible. Downloads require an authenticated, time-limited signed URL.

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Disclaimer: This guide is for general informational purposes only. W‑9 Nudge does not provide tax, legal, or accounting advice. Consult a qualified professional for guidance specific to your situation.