Avoid Using Email for Exchanging Confidential Documents

Email is the most efficient, cost-effective, and quick method to share information. It provides an instantaneous and efficient alternative to traffic jams for face-to-face meetings and delays in postal mail interruptions to fax machines and busy telephone lines. However, when it comes to the exchange of confidential documents, email’s convenience hides the risks inherent in email.

Once your sensitive data has been deleted from your server there is no way to control where it goes or whom it is visible to. Even if you have email encryption, which provides an additional layer of security, it will not be able to protect you from the type of “man-in-the-middle” attacks that could occur if an individual was to take over your email while in transit.

It is best to choose an outside party that specializes in secure document exchange. This will ensure that the confidential information of your customers do not fall into the unintentional hands of. Utilizing a secure platform for document exchange allows you to track who views and edits your customer’s data.

If you are required to send confidential information via email, the best practices and a dependable NDA will help you to manage the potential risks. For example limit the number of identifying information items you provide to the minimum needed for your task and avoid putting them in multiple emails. For added security, you can employ a password-protected data file instead of sending it as an attachment, or include a confidentiality disclaimer automatically in your emails. No matter which method you choose, be sure to clearly outline your expectations Virtual Data Room Provider in your NDAs for recipients of confidential information.

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