E-mail is known to us all as a modern-day form of communication. In companies and organizations e-mail is often the main communication tool for internal use and when communicating with customers. Too often it is overlooked how insecure e-mail actually is – in reality e-mail is as easily read by outsiders as a postcard.
Why should an e-mail be encrypted?
Consequently e-mail communication’s security is not self-evident. E-mails can be protected with encryption software and encryption programs that ensure the confidentiality of e-mail messaging.
E-mail encryption is important especially when sending confidential information
People want to use electronic communication tools also when communicating confidential matters, such as personal data, contract papers, company business secrets and sending different passwords to other parties. Everyone surely knows that all of the above matters are information that requires confidentiality and that data falling into wrong hands is far from desirable.
E-mail’s suitability for sending confidential information can be made more concrete with the following questions.
Do you notice if:
- the e-mail you sent does not go through?
- someone reads or copies your messaging?
- some of the messages intended to you does not arrive?
- the content of the message changes along the way?
Majority of people using e-mail communications cannot answer or says no to these questions related to e-mail information security. This shows how non-confidential e-mail messaging is. So remember e-mail encryption especially when sending confidential information.
E-mail encryption is a worthwhile investment that can save the company from great deal of trouble!
Since e-mail communication is constantly used by companies and public authorities, and in these environments one must also be able to send confidential information quickly, e-mail encryption should be a basic requirement. However, this is often not the case, which likely has somewhat to do with ignorance. Organizations do not necessarily know how unsafe e-mail communication really is.
Confidential information leaking outside companies or public authorities may result in considerable disadvantages to the organization. In worst case, the information leak may result in loss of income or reputation, fines or even criminal procedures. Therefore, investing in e-mail encryption will pay for itself!
How does e-mail traffic travel technically and why should you encrypt your e-mail?
Many have the impression that e-mail travels from one computer to another. In reality, however, the route is considerably more complicated.
In simplified terms, e-mail communication works so that the users utilize mail servers that transfer, store and send messages with different client programs. Mail servers in turn transfer messages through other mail servers and different proxy servers to receiver’s mail server. Receiver reads the message from the mail server with the client program in use. Thus e-mail passes through multiple servers, not directly from computer to computer.
In addition, messages are perfectly readable when they travel unprotected. You also cannot be sure that a third party does not see the message content while it travels from sender to receiver.
For example, the EU's General Data Protection Regulation (GDPR) requires companies and public entities to protect personal data. E-mail encryption enables organizations to send and receive messages containing personal data securely. Denmark is setting an example by being the first country to make e-mail encryption mandatory for companies. Since January 2019 all e-mails with sensitive personal data must be sent encrypted.
It is the organization’s responsibility to ensure that confidential information remains confidential. From the users’ viewpoint, easy to use e-mail encryption solutions are in key role and ensure the safety of your organization’s communication.
Contact us and we’ll tell more about our solutions!