Email is an efficient and easy method of communication with colleagues, customers, and other business associates. However, when it comes to sending confidential information via email, security issues arise. Emails can be easily intercepted, or forwarded by the wrong recipients and it becomes difficult to secure confidential information and keep it confidential. This can expose an organization to a variety of risks which include reputational and legal damage.
The level of security you get from email is contingent on the email provider you choose to use and how well you adhere to the best cybersecurity practices. Some services, like Gmail and Office 365 provide built-in encrypted emails and attachments. Other services, like Proton Mail offer a peer-to-peer encryption solution that keeps your messages private and secure.
A password-protected mailer is another way to protect your emails. This means that the person receiving the email must open a link within the email and enter a password to see the contents of the message. It is a good idea to send the password to the recipient via an encrypted communication method like a text message or a phone call to ensure that the recipient knows that they have the password before opening the email.
You can also utilize an application that works with documents to create, collaborate and share confidential documents in a safe way. PandaDoc is a good example of a tool that is easy to use, but also secure, and can be used to remove sensitive information from emails, documents, and PDFs.