5 Reasons to Re-evaluate Your Existing Encryption Solution
There comes a time in many relationships where the terms need to be re-evaluated. Is the relationship giving you what you need? How could it better serve you? Your business’ relationship with security is no exception. The tools you implemented a few years ago may not be the right ones for you today.
Email encryption tools in particular have undergone a massive overhaul to the point where they are virtually transparent to the employee and are loaded with additional control features beyond encryption. Because of the cloud, these tools are also far more accessible and affordable so that even businesses outside of regulated industries are starting to take advantage of them. With this in mind, here are some clues that it may be time to re-evaluate your existing encryption solution.
It only offers encryption
If your existing solution only provides email encryption you are missing out on security. Encryption is only one (small) part of a secure messaging solution. It also doesn’t effectively address the problem that data loss is often caused by human error – including accidentally sending information and attachments to the wrong person or people. Today’s secure messaging solutions provide maximum user control so that messages can be tracked in real-time, instantly and fully recalled even after they have been opened and “frozen” so that people cannot reply to or forward them to others.
Users have to go outside of their existing email or use a different address
People spend a lot of time in their email. In many cases, email takes up the biggest part of an employee’s day. Requiring people to leave their regular email or adopt a second email address whenever they want to send a secure message is a recipe for disaster– see the previous point about human error. Most people in this situation will go out of their way to avoid using the encryption tool. Even in situations where there is a data loss prevention (DLP) solution in place requiring people to send encrypted messages, it is important consider how much time is wasted as they log in and log out incessantly (and unnecessarily) to the encryption tool. Secure messaging tools work best when they work seamlessly from within existing email using existing addresses.
It doesn’t extend to mobile devices
Most of us live on our mobile devices and work from everywhere. Similar to the last point, while it is possible to force people to only send encrypted messages from a desktop on the corporate network, it’s not particularly effective. Secure messaging solutions have evolved to include apps and mobile optimized web versions that work on every device including smartphones and tablets.
People are reluctant to use it
Employee adoption is crucial for any technology tool. The previous generation of encryption solutions is not known for ease of use and this turned a lot of businesses off from using encryption. The good news is that all that has changed. Today’s secure messaging technology is user-friendly, doesn’t impact their existing workflow (because it works right from their basic email) and gives them a lot of control over the message. Having the option to know the minute your message and attachment is received and read or being able to revoke a message sent in error are highly attractive features for employees that encourage adoption.
It doesn’t make attachments secure
In our minds email encryption that doesn’t extend to file attachments defeats the purpose, but that could very well be the case with your previous-generation of encryption. What’s more, web-based file sharing tools have become extremely popular because they are often free and enable people to send large files quickly, but they open your business up to the risk of lost data. Today’s secure messaging solutions are much more powerful and address the need to share massive files securely and quickly – without overloading inboxes.