Email is the most efficient, cost-effective and speedy way to communicate information. It’s a simple and instant alternative to traffic jams, delays in postal delivery and fax machine interruptions and busy telephone lines. However when it comes to the exchange of confidential documents, email’s convenience is not worth the risks it poses.
Once your data is secure and has left your server, there is no way to restrict where it goes or who it is viewed by. Even if your email is encrypted, which adds an additional layer of security, it may not safeguard you from “man in the middle” attacks.
The most effective option is to utilize a third party that specializes in secure document exchange, which will ensure that your customers’ private documents do not fall into the in the wrong hands. A secure document exchange system lets you track the editors and users of your customers’ data.
If you have to send confidential information via email, the best practices and a dependable NDA can help you navigate the risks. Limit the number of identifying items you include to the minimum required to accomplish your goal and avoid including them repeatedly. To further protect yourself, employ a password-protected data file instead of sending it as an attachment, or include a confidentiality declaration automatically in your emails. Regardless of which method you choose to use ensure that you clearly state your expectations for the recipients of confidential information in your NDAs.