Small businesses are finally starting to understand the importance of strong cyber security. But one crucial area is often left unprotected, and if you’re not careful, it could be the entryway threat actors are searching for. This weak point is your company email platform.
Luckily, you don’t have to rely on hope to prevent a breach. There are ways to protect this fragile part of your business. One of the easiest – and most effective – is a secure email encryption service.
Why You Should Encrypt Emails
Every day, your business sends highly sensitive information over email. Invoices, contracts, personal customer data, and internal reports are just a few examples. Most companies don’t stop to consider the consequences if any of this is stolen. They protect all other stored data, emails often do not even register as a potential vulnerability.
This mistake could cost you thousands of dollars, and far more in client trust. Sensitive data is not safe simply because you sent it through an email. Any person who is able to gain access can read, copy, and steal all of it.
Encryption is the easiest way to prevent this. This strategy converts information into an illegible format, ensuring that it cannot be read by anyone except the intended recipient. It essentially ‘locks’ your data, and requires a key in order to open.
Encryption is among the most important pillars of email security. Between this, multi-factor authentication, and strong awareness training, you drastically reduce your risk of information being stolen during transit.
What is an Email Encryption Service?
Email encryption services are tools or platforms designed to help you protect company inboxes. They typically encrypt both the message itself and any attachments. There are two paths this can take:
- Automated: The system detects sensitive data and encrypts it on your behalf
- Manual: Users choose to encrypt specific messages
Most programs allow both, to some extent, providing additional flexibility and control. Some encryption services are built straight into existing platforms, and others are offered by third parties.
How to Identify the Best Encrypted Email Services
It can be difficult to identify the right email encryption service, particularly if this is your first time using one. These defining traits will help you locate the best option for your needs:
End-to-End Encryption
End-to-end encryption (E2EE) should be non-negotiable for any service you invest in. It protects your data not just from threat actors, but from any third parties who handle it along the way (even your own email provider). This eliminates the risk of information being accessed via a vendor.
Customisability
It goes without saying that the more customisability an email encryption service offers, the better it can fit your needs. An ability to set different rules for different types of data is particularly useful, and should be prioritised.
Ease of Use
It doesn’t matter how secure your chosen service is. If no one understands how to use it, you may as well not bother. Choose one that offers an intuitive user experience, and does not require too much additional training or complex steps.
Automation
Some degree of automation helps reduce the risk of human error, ensuring accuracy and improving security in the process. Ideally, find a service capable of automatically encrypting certain types of email.
Authentication and Access Controls
All users should be verified when interacting with the encryption service, and the program should always check that the recipient is the correct person before decrypting data. Settings and configurations should be locked behind access controls.
Audit Trails and Reporting
Clear paper trails at each step help you keep track of security and demonstrate compliance with important standards (such as the Essential Eight) in the event of an audit. Your email encryption service should keep records of all important events.
Your Needs
Finally, all of this information should be compared against your business needs. Factors such as size, industry, the email platform you use, and your regulatory needs will all affect which service is best. You should never make these decisions in a vacuum – always consider your needs.
Addressing the Downsides
Every new technology comes with challenges, even those designed to protect your business. Email encryption services are no different. Fortunately, they’re not difficult to address:
- Compatibility: You may struggle to effectively implement your new email encryption services into existing platforms. If this is the case, a managed service provider (MSP) can help you identify and resolve the issue.
- Difficulty Acclimating: New systems can be difficult for staff to learn and use at first. This challenge can be solved by providing additional training and support.
- Costs: Third-party services are another expense your business may not be able to afford. In this scenario, you may be able to start with email encryption built into platforms you already use (Microsoft, for example, offers this).
FAQs
What Is an Email Encryption Service?
An email encryption service converts all data sent through email into an unreadable format, protecting it from interception until it reaches the intended recipient. This is an important way of preventing data breaches.
Which Email Services Are Encrypted By Default?
Some email platforms that include built-in encryption include Microsoft Outlook and Gmail. However, this functionality is somewhat limited, and business in highly-regulated industries may benefit from a separate, specialised service.
How Do I Find the Best Email Encryption Services?
The best secure encrypted email services will depend on your needs. However, some good traits to look for are customisability and strong access controls.
Is Email Encryption Necessary if We Already Use Secure Email Services?
Email encryption is always necessary. Even the best security measures can be broken through, and encryption is your final line of defence when this happens.
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Where Can I Find Help?
If you’re finding it difficult to set up or manage email encryption, you can always turn to an MSP for advice and hands-on assistance. Pick one who specialises in cyber security for the best results.
Protect Your Business Data
Email encryption services are a crucial part of any strong cyber defence. They protect sensitive information from interception and theft, preserving profitability and trust. Choosing the best one might seem difficult, but it doesn’t need to be. Understand your needs, search for a service that suits them, and ask for help when necessary. You won’t go wrong using this strategy.
Platform 24’s security experts are ready to help defend every part of your business, from emails to networks. And we understand that knowledge is the first and most important step, which is why we craft regular articles designed to teach you everything you need to know. Get started by learning about common network security threats.
