Avoid Using Email for Exchanging Confidential Documents
Email is the most efficient, cost-effective and quick method of transferring information. It is a convenient and instantaneous alternative to traffic jams, delays in postal delivery interruptions to fax machines, and crowded telephone lines. However when it comes to exchanging confidential documents, the convenience of email hides the risks inherent in email.
After your sensitive data has been deleted from your server there is no way to control where it goes or whom it is visible to. Even even if your email is encrypted, adding an extra layer to security, it will not safeguard you from “man in the middle” attacks.
It is best to use an outside company that is specialized in secure documents exchange. This will ensure that the confidential information of your customers will never fall into the improper hands. Utilizing a secure system for document exchange also allows you to track who is viewing and editing your customer’s details.
If you do need to send confidential information to a third party, best practices and a dependable NDA can help you navigate the potential risks. Limit the number of identifiable items you send to https://empirevdr.com/what-is-a-due-diligence-data-room/ the minimum amount required to complete your task. Also, avoid including them repeatedly. For added security, you can use a password-protected file instead of sending it as an attachment, or include a confidentiality disclaimer automatically in your emails. Whatever method you choose to use, be sure to clearly define your expectations in your NDAs that apply to recipients of confidential information.