Data and communication form the pulse of the business world. Employees need to share information with each other to solve problems and develop ideas. Often, this data is sensitive or confidential, whether it's private information about clients or cutting-edge research completed by the company. For that reason, organizations depend on their ability to share data while keeping it absolutely safe.
Many corporations have security and privacy policies in place, supported through secure file sharing systems. However, if employees share information with each other through email, they might be exposing some of this data by sending it out of the company's internal network. With data breaches and cybersecurity in the spotlight recently, it's a good time for businesses to re-evaluate whether they've covered all their bases.
Customers expect their data to be protected
Across industries, businesses receive information from their customers, who trust them to adhere to privacy standards and keep their data secure. Breaking this trust with a data breach or email mishap can severely damage a company's reputation and its prospects for future endeavors.
Government agencies are cracking down on businesses and data service providers, too. For example, Viviane Reding, the EU justice commissioner, wants to implement bigger fines for companies that violate European privacy laws, The BBC reported. This comes in the wake of Google's conflict with the EU over its new privacy agreement, but the general trend of regulating cybersecurity more closely is driven by the growth of digital data and sophisticated cyber-theft methods. The news source noted that Europeans generally have little confidence in the way private businesses store information.
Secure email services keep data safer
To keep sensitive information within their own secure network, businesses should consider email services that provide optimal security without reducing usability. Some services allow users to choose protective options for sensitive data, like setting a time limit on the attachment or requiring a password to access the file. These services save attached files to a special server before delivering the email. Then, the recipient can click a link in the email to access the file from the server. This all happens behind the scenes, so employees writing emails can add attachments just as they normally would in Outlook or a web client.
Simplicity is key for making sure that employees consistently use the company's email service instead of resorting to other options like Gmail or Dropbox. For this reason, it's helpful to have email services that are integrated with the company's secure file transfer system.