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Email is the most efficient and cost-effective way to exchange information. It’s a great alternative to traffic jams and postal delays. It can be used to avoid busy phone lines, fax machines and interruptions to the fax machines. Email is convenient, but it’s not always safe when it comes to sharing confidential information. Once your confidential data leaves your server, there’s no way to determine the destination or who has access to it. Even if encryption is enabled on your emails, which adds an extra layer to security, it might not be enough to shield your data from man-in-the-middle attack.
Documents of customers often contain confidential information that could be used by cybercriminals for identity theft or other illegal activities. Email servers are also vulnerable to cyberattacks that could result in lost or stolen files.
It’s possible to send confidential documents in a safe manner via email, provided you follow the best practices and have an NDA in place. Limiting the number of identifiable items included in the message including password-protected attachments as well as including a confidentiality disclaimer in your signature are simple ways to improve the security of your email.
For more comprehensive protection email providers such as Gmail and Outlook are now offering S/MIME email encryption that enables users to digitally sign their attachments and emails, assuring the integrity of the document and protecting it from “man in the middle” attacks. This method requires a certified certificate be installed on the computer of the recipient, which could add another layer of security.