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5 Issues in the Way of Obtaining Enterprise Email Security Nirvana and Their Solutions

What are the main issues that stand in the way of you as an organization to provide complete email security? Read ahead to understand.

Email is the most popular method of communication – almost the lifeline of any organization. It took over letter-writing and fax machines within no time because of its efficiency and ability to incite a quick response in urgent situations. However, with time, organizations have started noticing the security gaps created by emails. The most important one is that despite the security protocols applied, the information in an email is completely unprotected and vulnerable. This critical caveat has led email to become the Achille’s Heel of any organization.

Studies have shown that about 93% of the time, emails have been the root cause of the significant data breaches in large organizations. Additionally, the increasing popularity of remote working and the new normal of working from home has boosted the global email traffic up to 75%.

Let’s Get Down to Business

#1. Recipients gaining unhinged access to sensitive data after it leaves the sender’s outbox

Enterprises often complain that they cannot control what happens to the email after exiting their email server. One of their common concerns is that sensitive information may find its way out into the wrong hands.

Solution:

Using an effective Digital Rights Management system allows the sender to assign specific usage rights to the recipients allowing them to view the email and use the information, albeit in a limited capacity. As a result, while the recipients may view the data, they may not copy it or take screenshots for later use.

 

#2. Saving the emails till long after the association with the participants has ended

Many of us are guilty of this practice. We tend to save information and documents in our inboxes, either professional or personal. While it may be okay on a personal level, these actions are likely to have disastrous results. It may lead to malicious use of information.

Solution:

Assigning expiry dates to email attachments allows the enterprises to rest easy that their information is not likely to be misused in the long run. Of course, it is advisable to keep a reasonably short expiry period to ensure that the recipients are done working with the information and do not get stuck due to expired emails.

 

#3. Using “other” devices to view and respond to emails

We are a mobile generation, in all senses. We have synced all our information with all our devices to access them anytime we want. But are our devices safe? Do you ever wonder? Organizations are often concerned that a document protected by on-premise security protocols may not be as secure when accessed using other devices like a home computer or mobile devices.

Solution:

Applying persistent, granular usage controls ensures that data once protected stays protected, irrespective of where and how it is accessed. As an organization, you can have complete control over your data, which means you can decide who gets to view it, copy from it, or even take a screenshot of it.

 

#4. Trusting the users to decide the sensitivity levels of outgoing information  

One’s meat is another’s poison. Data that is sensitive for one group of users may not be as significant for some others. But the fundamental truth is that all data is sensitive. Then who gets to decide the sensitivity level of each type of data?

Solution:

Mapping rules and attributes of an existing enterprise system to an effective digital rights management system enables you as an organization to automate email security, leaving little to no room for user discretion. Now you can ensure that the right teams access the information, albeit with limited functionalities, resulting in a secure environment for data collaboration. Additionally, even when there is a group of administrators who decide the sensitivity of an email, they won’t be privy to your data. Only the file owner may determine who gets access to the file to do what.

 

#5. Detecting a data breach caused by an email but no evidence to prove it

Consider an unfortunate situation when you find that your organization has undergone a data breach. A thorough investigation reveals the source of the data breach to be an email opened by an unauthorized user. But, all of this is of no use because you do not have the proper evidence against the guilty party.

Solution:

Attaching policies to emails allows you to track your email’s journey as it passes through each touchpoint depending on the permissions assigned. As a result, at any point, you have a detailed log of every action your email has undergone so that you can easily detect the source of a breach (should one happen) and also furnish the proof related to it. You can also set alerts on the email in case of any unauthorized attempts.

 

Conclusion

Emails, vulnerable as they may be, are the lifelines of any organization. They enable a quick and smooth exchange of data within and outside an organization. They are also responsible for upholding or destroying the reputation of an organization. That is why an organization must develop strict policies to ensure total email security.

 

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