Security is not on the top of most business’ IT agenda is it? Businesses don’t want to bother with complicated passwords, inconveniences in their daily workflow, antivirus software interrupting their work, or firewalls blocking unsecure web sites. It’s all just the big, bad IT industry and security consultants trying to scare everyone into buying their products and services.
Although there could be some agreement on both sides that common sense should be used when securing computers and networks. There is always something in the news about the latest security breach, credit card number theft, or health care information being stolen. But by the time it makes it into a newspaper or magazine, it is old news and most likely too late for you to react to anyway.
One Common sense measure that you should consider as more and more organizations and more of your clients recognize the mission-critical nature of retaining and securing their electronic communications is encrypting your email.
If you are sending a check through the postal service, would you not make sure it’s in an envelope, sealed, and stamped to send to the recipient? If it was really sensitive, would you not send it in a secure envelope with proof of receipt? Just like the postal service offers the means of tracking messages by sending the letter certified, asking for a return receipt, insuring the contents of a package, etc., technology is at the fingertip of all business and offers the same and more for digital message communications.
So what about email? Why then would you send personal or confidential information in an unprotected email? Encrypting your email will keep all but the most dedicated from intercepting and reading your private and confidential communications. Using email encryptions so that recipients can verify that it’s really from you (not SPAM) as well as encrypting your messages so that only the intended recipients can view it is a very proven way to ensure your communication is secure and private. For many businesses this is how information that is shared is regulated. For example, those businesses in finance, banking, insurance, healthcare, and government are governed by regulatory compliance such as HIPPA , SOX, and SEC.
Email encryption is not just for the big corporations or for businesses that are regulated, it is for all businesses and some more than others. A type of business that is not required to do email encryption is CPA firms (not yet anyway; SAS is working on it) but they should if they are using email to send personal information, to prepare a tax return, or work on an audit engagement. Retailers or any business for that matter using credit cards should be securing any email that may contain any personal information. I’m sure that anyone who accepts credit cards and has set up a merchant account has signed and agreed to the terms of service and has heard of PCI. If not, you should look into it.
As an added benefit of encrypting your emails, you can help to stem the tide of spam and malware being sent using your name. If your clients and the businesses that you regularly send email to know that you encrypt messages and use a digital signature, then when they receive an unsigned message with your email address spoofed as the source, they will realize that it is not really from you and delete it. And don’t forget the added benefit of your customers knowing that you are serious about protecting their confidential information. It may be small in the grand scheme of things in their eyes, but they will feel much better about your business the next time a data breach is splattered all over the news.
Today’s email encryption tools and services have come a long way from the old days. If you use the right product, consultant, or service for Email encryption, it can be very cost effective, seamless, and effortless to you and your employees and will provide value and integrity to your business. Email encryption can be setup for your business to encrypt all emails sent out of your office, or it can identify encryption needs based on the content in the email such as social security numbers. It can even be done on a selective manual basis by an individual. Although you can be selective regarding what and who, it is important to note that you should encrypt all messages, not just the confidential or sensitive ones. If you only encrypt a single email message, attackers/hackers are smart enough to know that a percentage of your email is unencrypted plain-text and one message is encrypted basically putting a big flashing light on your business saying hack me. If you encrypt all your emails, a hacker will not invest their time trying to decrypt all those “Nice to meet you emails” and most likely will give up. Hackers are like car thieves, a car thief will go for the easy, unlocked car rather than bother with one that has an alarm system or wheel lock.
Email encryption is very effective and hard to crack and will bring a sense of responsibility and security to your business, and overall your vendors and customers will value your business more.