Email is the easiest way to transfer information timely and conduct business negotiations. However, this method will invariably entail security threats to the corporate network. This article will explain the primary measures to protect your emails and attachments.
Email for business communication
Email is one of the most widely used types of service, both in corporate networks and on the Internet. It is not just a way to deliver messages, but the most important means of communication, distribution of information, and management of various business processes. The role of the email becomes clear when we look at the functions that mail performs:
- Provides internal and external information exchange;
- It is a component of the document management system;
- Forms the transport protocol of corporate applications;
- It is a means of creating an e-commerce infrastructure.
Thanks to the performance of these functions, email solves one of the most important tasks at the moment – it forms a single information space. First of all, this concerns the creation of a common communication infrastructure that simplifies the exchange of information between individuals, departments of one company, and various organizations.
Using email to exchange information between people, both inside and outside an individual organization, can fundamentally change the technology and methods of business. The transition to the exchange of documents in electronic form opens up new opportunities to increase work efficiency and save money and time.
Risks associated with the use of the email
The email has many advantages, but it is precise because of these advantages that the main risks associated with its use arise. For example, email availability becomes a disadvantage when users start using mail to send spam; ease of use and lack of control leads to information leaks, the ability to send different document formats to spread viruses, etc.
Ultimately, any of these risks can lead to serious consequences for the company. It is the loss of work efficiency, the decline in the quality of information systems services, and the disclosure of confidential information. Insufficient attention to this problem threatens significant losses in business and, in some cases, even legal liability in connection with violation of the law.
Email attachments contain many risks, including their use in phishing schemes. Attachments are not protected from being tampered with or modified in transit to the recipient, so you cannot be sure that the recipient received the email intact. The attacker’s server between the sender and the recipient can replace the attachment with any file, including a virus or a Trojan. In addition, email attachments tend to remain in recipients’ inboxes, where their safety is difficult to control.
How to protect email?
Protecting email from the most complex targeted attacks has been sufficiently developed. Still, they must be combined with such elements of corporate protection as firewalls, user traffic controls, and other security measures. One email protection tool is enough to protect email services but not enough to protect the system. A complex of integrated software products is required to ensure the security of an information system.
Virtual data room – a perfect alternative for secure collaboration
The data room is a multifunctional digital platform designed for efficient business collaboration. In addition to simplified access to the necessary documentation, the software will solve the problem of allocating space for storing many papers. This document storage solution has a huge number of advantages, including due to the organized work with documentation, internal productivity increases, thereby increasing the profit of the enterprise. Furthermore, the data room software ensures a secure communication channel for simplifying the interaction between counterparties.