It can be challenging – and a little frustrating – when different parts of an organization don’t see eye-to-eye on addressing compliance concerns. Departments like IT and Knowledge Management have a closer relationship to the kinds of threats to which the wider business is vulnerable. Their job, therefore, is to convince managers and colleagues that the most serious risks need to be addressed and to provide solutions within budget.

This need is even greater in 2020 with several regulations now being enforced to better protect data from hacking, leaking, and general mismanagement – the General Data Protection Regulations (GDPR) in Europe, National Data Breach Notification (NDB) scheme in Australia, and the CCPA in California are a couple of examples. Businesses will have to comply with new regulations or risk significant fines or penalties. 

Accidental data breaches are your biggest threat to regulatory compliance

Human error is a persistently common source of data breaches according to global reporting. This includes emailing the wrong person or attaching the wrong file.

More than just embarrassing, these mistakes are viewed by many as inadequate management and protection of data that could end up exposing personal and financial details of clients and employees.

Why use email recipient checking?

DocsCorp added email recipient checking functionality to its cleanDocs product to ensure that users are sending the right information to the right person, every time. We knew we had to balance a solution with a businesses’ requirement for fast, productive workflows without sacrificing its ability to protect them.

cleanDocs only pops up when a user clicks Send on an email to external or public domains (Gmail, Hotmail, Yahoo). From this screen, users confirm the email recipient/s are as intended and that the attachment/s are correct. They can also clean attachments of hidden metadata, PDF it, Zip it, or even rename it.

cleanDocs with email recipient checking seems like an obvious solution to a threat that, chances are, could impact your business. But that doesn’t mean everyone will be on board straight away.

Below we list some of the common objections we’ve worked through with users to help you present the strongest case possible to the people in your business who may need extra convincing.

Objection: we can just lock down the email autofill feature

Realistically, making users manually add recipients to the field address every time will be time-consuming and frustrating. Equally, turning off the autofill feature is not a foolproof way to eliminate the risk of staff manually entering the wrong email address. 

Objection: more add-ins will cause our Outlook to crash 

The solution is to minimize the number of add-ins you need to be fully protected from data breaches. cleanDocs offers two solutions – email recipient checking and metadata management – in a single add-in. Plus, it doesn’t interfere with the email server, so outgoing emails won’t bank up and cause a bottleneck.

Objection: we have special requirements that email recipient checking doesn’t cater to

Each business will have its unique emailing behavior and set of requirements for recipient checking software to adequately protect them from leaking sensitive information.

We designed cleanDocs to be fully customizable. Administrators can use the cleanDocs Configuration Manager to add or remove email domains from ‘safe’ or ‘white’ lists or require confirmation for emails sent between internal departments.

Time is running out to protect your business from the number one cause of data breaches. Don’t wait until it’s too late. Protect your information, and your reputation, with a comprehensive all-in-one solution.

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