As a business develops its risk management and security strategy, encrypting email can be a logical first step. In this article, we’ll take a look at what encryption is, what it does and how it can help your business thrive.
What is encryption?
Encryption, plain and simple, is scrambling data so it can’t be read except with a key. Essentially, it’s keeping the wrong people from getting private information. Encryption is not a new concept. In World War II, the German military communicated with its forces in the field and on the seas using a device called the “Enigma.” The Enigma was a sophisticated encoding tool which encrypted the communications between remote forces and military command. It was instrumental in disguising the movements of the Axis U-boats, which wreaked havoc on the Allied Navy. After breaking the Enigma code, the Allies regained the control of the seas, which helped turn the tide of the war.
In business, like war, enemies place a premium on your communication. And they’re willing to steal it.
Why Email Encryption
In many ways, sending an email is like sending a postcard. Once sent, anyone can see the message. Anyone can alter the message. The same level of transparency exists with email when sending private contracts with personal financial and health information or proprietary documents. It’s obvious to see the potential damage to client and shareholder trust if this information was compromised.
As professionals, we have a responsibility to ensure the data entrusted to us remains reasonably confidential. Not to mention, the repercussions of losing private data can be disastrous (see: Target, Experian, and many, many others). Email encryption is one link in the security chain.
What to encrypt?
Not every email needs to be encrypted. Obviously, emails with social security numbers, bank account numbers, contracts with personal health or financial information should be encrypted. Beyond that, however, the options are nearly limitless as to what you could encrypt. Guidelines and regulations differ across industry and depending on the type of information sent. It goes without saying, observe all industry and federal regulations when establishing an encryption policy.
Historically, one of the problems enterprise grade encryption solutions have failed is their complexity. Modern encryption services simplify the process a great deal. “Data Loss Prevention” tools (DLP) can help reduce the number of wrongfully sent emails with sensitive information by alerting the sender that an email should be encrypted if it contains unencrypted private data.
Often, these services are much more easily deployed, maintained and funded when used as-a-service. As such, to determine your encryption needs, it is wise to speak with a trusted information technology advisor or security consultant to help properly implement your policies. This person may ask you questions like the following:
- Which data are most important?
- Who sends that data?
- Who receives that data? Are they within your network or outside it?
- How will they access that data? Desktops, laptops, smartphones?
- Should an email be encrypted while “in-transit” or just “at-rest”?
- Should email headers be secured as well as the contents of the message?
Encrypted email is just one place to start as you work toward greater levels of technology security and privacy consciousness in your business. Beyond that, devices, networks, websites, connections can all be encrypted, and some on multiple levels. So good luck in your endeavors, and if you have any questions regarding these services, please feel free to reach out to us by clicking here or visiting our Facebook page.
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