Avoid Using Email for Exchanging Confidential Documents
Email is the most efficient, cost-effective and quick method of transferring information. It’s a simple and instant alternative to traffic jams, delays in postal delivery as well as fax machine malfunctions and crowded telephone lines. However when it comes time to exchange confidential documents, email’s convenience conceals the inherent dangers.
When your personal information leaves your server there is no control over the destination or who has access to it. Even if you’ve got email encryption, which provides an additional layer of security, it does not protect against the kind of “man-in-the-middle” attacks that could occur if someone were to intercept your email messages while it is in transit.
The most efficient solution is to work with an outside party that specializes in secure document exchange, which will ensure that your customers’ confidential documents are not in the improper hands. A secure document exchange system allows you to monitor the users and editors of your customers’ data.
If you must send sensitive information, an NDA that is supportive could help you to manage the risks. Limit the number of identifying items you include only to what is necessary for your job https://empirevdr.com/dangers-of-using-email-for-exchanging-confidential-documents/ and avoid including them more than once. Make use of a password-protected file instead of attaching it to an email or include an assurance of confidentiality in your emails. Whatever method you decide to use, make sure to clearly define your expectations in your NDAs that apply to recipients of confidential information.