1. Employ advanced email encryption

Transport Layer Security (TLS) is an encryption protocol designed to protect information as it moves from one place to another.

How does TLS work?

Email TLS works by encrypting the email and jumbling the information to ensure that if it is intercepted, it isn’t cohesive or understandable. Once the email reaches its destination, protocols and ciphers decode the message, maintaining security end-to-end.

However, email TLS isn’t always reliable. If the recipient’s mail client isn’t compatible with the sender’s, the email will be sent unencrypted. Employed by standard email clients, TLS is inherently insecure – meaning the sensitive data shared in this manner is open to risk.

New email security solutions employ advanced encryption protocols, such as zero access encryption. Superior even to end-to-end encryption, zero access encryption ensures that email content is protected without relying on specific platforms and is even inaccessible to solution providers.

2. Send large sensitive files over email

Email is the primary method of communication in all sectors, used for everything from project management, client engagement, data sharing, and more. However, most email platforms do not enable users to send files over a certain size, preventing collaboration and efficiency.

Due to this, many people turn to third-party file sharing platforms, but these platforms often don’t support compliance with data protection legislations.

To avoid using third-party platforms and share large files securely, utilise tools that integrate seamlessly into your email client, enabling the sending of large files (up to 5TB) while staying as secure as possible.

3. Understand how to recall emails

We’re all familiar with the feeling of accidentally sending an email to the wrong person. Depending on the information concerned, sending an email to the wrong recipient, failing to revoke sensitive data from files, or not using Bcc can result in a very damaging data incident.

The ability to recall emails, or revoke access to data after sending, could see data leak prevented altogether – but only in the instance that effective recall functionality is available to employees when it matters most.

Most email clients enable email recall within time limits. Recall also depends on the actions of the recipient; in most cases, the recipient receives a notice that the email has been recalled and has the option to agree or disagree to the data being revoked. In the instance that they disagree, the recipient could still gain access to the email.

Zivver Secure Email enables users to recall emails without time limits. In addition, users can view the status of emails, including whether an email has been received, accessed, and forwarded. If the email is yet to be opened, the sender can guarantee a data loss incident has been avoided.

4. Ensure compliance at all times

Every email you send must be GDPR compliant, which is easier said than done. Fortunately, there are solutions at hand which take the complexity out of compliance, so data protection professionals can trust every employee is sharing data securely.

New solutions can empower employees to share sensitive data compliantly through:

• Seamless integration with Gmail, M365, and Outlook
• Email recall functionality to prevent and control data loss incidents
• Machine learning powered error detection to alert users when their drafted email includes sensitive data or is potentially being sent to the wrong recipient
• Advanced encryption protocols and multi-factor authentication to prevent unauthorised access
• Large file transfer, without the need for a third-party site
• Automated data logs on email performance

5. Prevent human error

It is a common misconception that it is practically impossible to prevent employees from making mistakes. However, there are ways to reduce the risk of human error without interfering in busy employee’s workflows or causing unnecessary stress:

• Encourage awareness: train employees on the biggest risks when interacting via email
• Simplify: implement security solutions that integrate into platforms and processes, supporting users to share sensitive data securely without complicating workflows
• Monitor: assess data flows to ensure sensitive information is being shared securely and employees are utilising security tools appropriately

Implementing email security solutions will support compliance, protect information confidentiality, and streamline employee workflows.