By Caitlin Burns, DocsCorp Content Manager.
In a post-pandemic world, data security risks aren't contained to the four walls of an office.
We're working from home full-time or from partially reopened offices some of the time. Or we're splitting our time between home and the office – switching from laptops to desktop PCs to smartphones as we navigate our new normal.
But sending secure emails is still important – no matter our surroundings.
Enforcers of data protection laws and regulations have already said they won't show leniency if businesses don't adequately protect personal information during this unprecedented time – and neither will customers.
So, how to navigate this new security frontier? Luckily, there are a few tools that can be as flexible as you are, while you continue with business as (somewhat) usual from home or the office.
Email recipient checking – because distractions are everywhere
One of the easiest ways to unintentionally leak sensitive information is by emailing the wrong person.
The likelihood of slipping up is even greater while working from home, surrounded by distractions – like children home-schooling in the next room, or the cat trying to join your Zoom call.
Whether it's choosing the wrong recipient from Outlook's Autofill suggestions, or accidentally Replying All on an email thread, these missent emails can leak personal information in the body of the email itself, or the documents attached.
Once these emails have left your Outbox, they can't reliably be stopped from reaching the recipient.
And data protection laws, including the GDPR, can enforce fines even though the breach was not malicious. So, preventing them in the first place is vital.
The email recipient checking technology in cleanDocs helps users send more secure emails by alerting them to potential risks within the list of recipients.
When you hit Send, cleanDocs will flag external or public domains and ask you to confirm these are correct. Internal emails – like those within your business domain – won't be flagged and will be sent without interruption. However, these policies are easily configured to suit an organization's unique security needs.
cleanDocs Enterprise offers email recipient checking with an even lighter touch. It is enhanced by Artificial Intelligence, only popping up when it detects an abnormality that could potentially lead to a data breach – like the email’s contents don't fit with what you've sent this person previously.
Metadata management on every device – because you aren't just emailing from your desktop PC
Even when there isn't a global pandemic, we rely on our mobile devices for email. But, when it comes to managing metadata in email attachments, it often doesn't cover emails sent outside the desktop.
That's because mobile devices require server-based metadata management – rather than a desktop application. Sanitizing attachments of sensitive metadata – like author information, hidden spreadsheet columns, and Comments – is critical to sending secure emails.
If not adequately managed, leaked metadata can lead to significant fines under global regulations like the GDPR.
cleanDocs Server integrates with Microsoft Exchange to manage metadata in emails sent via iPhone, iPad, Android, or any email-enabled application.
cleanDocs Server works alongside cleanDocs Desktop to cover 100% of email traffic for a business. It prevents the unintentional sharing of sensitive information no matter the device so that all users can email securely.
Improper redaction alerts – because you may not be confident you know what you're doing
Pre-pandemic, maybe you were still redacting text manually – printing the document, covering text with a black marker, and scanning it back in. Or, someone else within the business was responsible for it – a member of the IT department would use specialist software to apply redactions and send you back the new version, for example.
While you're getting up to speed with new redaction software or workflows at home, it's easy to make a mistake.
Sometimes, redaction is wrongly attempted by drawing a black box over text or changing the font color to white, so it blends into the background. This isn't actual redaction, since that text is still there.
That's where cleanDocs can protect you. It detects redaction errors in a document you're emailing and alerts you so that you can fix them before sensitive information can be revealed.
Once corrected, reattach your document and Send it.
Working securely can seem like a challenge when it’s outside the confines of the office – but it doesn’t have to be. Implement the right tools and technology to manage common breaches and you can be confident you’re sending secure emails.