Sending an email is one of the most common forms of communication and a fast and reliable way of sharing information. Most people send or receive emails every day, but sending sensitive documents or information via email can be risky. This is especially true for industries like healthcare, finance, and law, where protecting sensitive information is essential.
If you are sharing secure or sensitive documents via email, you must be sure of the security of the email you are sending. If the sensitive contents of your email get into the wrong hands, you and your organization could face serious consequences.
For example, in healthcare, keeping patient records private is not just a legal requirement under The HIPAA Privacy Rule. In finance and law, if confidential agreements or sensitive case files are leaked, it can lead to financial losses and damage to reputations.
Is It Safe to Send Secure Documents Over Email?
There are many risks to using regular email for sensitive information. Documents could be intercepted during transmission or accessed by the wrong people. Regular email systems also lack security measures, so documents could be tampered with or changed without anyone's knowledge.
On the other hand, using secure email methods has many benefits. Encryption technology allows organizations to keep their sensitive information safe and ensure that only the right people can see it. Secure emailing also helps build trust with clients and partners, showing that a business takes protecting sensitive information seriously.
Do Government Agencies Use Email?
But can government agencies use email to send documents securely? Yes, they can, as long as they follow specific rules and regulations. For example, in the United States, government agencies must use encryption methods approved by the National Institute of Standards and Technology to keep sensitive information safe when sending it via email.
In the rest of this guide, we'll discuss the best ways to send secure documents via email. We'll also examine how popular email platforms like Outlook and Gmail can help and explain how encryption strengthens email security. By the end of this guide, you'll understand how to keep your sensitive information safe while using email.
Failure to comply with document requirements can have serious consequences. These can include legal fines, damage to your reputation, and disruption of your operations.
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Sending Secure Documents in Email: General Practices
Cybercriminals increasingly target email as an avenue for data breaches, with business email compromise (BEC) attacks doubling in frequency in 2023. Therefore, it is important to understand how to securely send documents securely via email, particularly when dealing with sensitive information.
Encryption
Encryption is key to keeping email communication secure. Encryption jumbles up information into ciphertext, making it unreadable to anyone without the correct decryption key. End-to-end encryption is especially important for protecting email messages. Unlike other encryption methods that might leave information vulnerable at specific points, end-to-end encryption ensures that messages are encrypted from the sender's device and can only be unscrambled by the intended recipient. This level of security is crucial, especially when sending sensitive documents via email.
Integration of Encryption Software
Organizations can improve email security by using encryption software with their email services. This software provides advanced encryption to protect sensitive documents better when sent. By encrypting emails and attachments, organizations can reduce the risk of unauthorized access and interception by cybercriminals. Additionally, encryption software helps meet data protection and privacy regulations by adding an extra layer of security.
Password Protection
Using password protection for documents adds an extra layer of security when sending sensitive information via email. To limit access to authorized recipients, you can password-protect common file types like a PDF file, Microsoft Word documents, and ZIP files. It's essential to use a robust and unique password and share it securely to prevent unauthorized access.
Alternative Secure Methods
When sending sensitive information, there are more secure options than just using email encryption and passwords. File-sharing services, for example, provide safer ways to exchange documents by using encryption to keep data safe. These services also give features like access controls, expiration dates, and audit trails, which help organizations control who can access and distribute documents. By using file-sharing services in addition to email encryption, organizations can make it harder for data breaches and unauthorized access to happen.
How to Send Documents Securely in Outlook
Microsoft Outlook offers robust encryption features that allow users to send documents securely, protecting them from unauthorized access and interception. Let's explore how to utilize Outlook's encryption capabilities to send documents securely and third-party add-ons for enhanced document security.
Using Outlook's Encryption Features
S/MIME Encryption:
- S/MIME encryption converts email messages into scrambled cipher text, ensuring that only the intended recipient with the corresponding private key can decipher the content.
- Both the sender and recipient must have a mail application that supports the S/MIME standard. Fortunately, Outlook seamlessly integrates with S/MIME encryption.
- To enable S/MIME encryption in Outlook, users must first configure their signing certificate in the Trust Center settings.
Microsoft 365 Message Encryption (IRM)
- Microsoft 365 Message Encryption, also known as Information Rights Management (IRM), offers another layer of protection for email messages.
- With IRM, users can apply encryption and access restrictions to their emails, ensuring only authorized recipients can view the content.
- IRM protection should not be applied to signed or encrypted messages using S/MIME. Users must remove the S/MIME signature and encryption before applying IRM protection.
Encrypting with Third-Party Tools
- In addition to Outlook's built-in encryption features, users can explore third-party add-ons to enhance document security further.
- These add-ons offer advanced encryption capabilities and additional security features, providing users more options for protecting sensitive documents.
- Users should carefully evaluate third-party tools and ensure compatibility with their Outlook environment before implementation.
Encrypting Documents Directly in Outlook
Encrypting with S/MIME
- Before encrypting emails with S/MIME, users must add a certificate to their computer's keychain and configure it in Outlook's Trust Center settings.
- Once configured, users can easily encrypt emails by selecting the "Encrypt with S/MIME" option from the drop-down menu in the email composition window.
Encrypting with Microsoft 365 Message Encryption
- Microsoft 365 subscribers can use Message Encryption to apply encryption and access restrictions to their emails.
- Depending on their specific security requirements, users can choose from various encryption options, such as Encrypt-Only or Do Not Forward.
- Encryption options may vary depending on the user's subscription plan and Exchange Online usage.
How to Send Secure Documents in Gmail
Gmail's Confidential Mode is effectively an encrypted email service that safeguards users' message contents and attachments through enhanced security settings. Let's explore how to use Gmail's Confidential Mode to encrypt message contents and attachments.
Gmail's Confidential Mode
Gmail's Confidential Mode offers a robust solution for securing email communications. It allows users to send messages and attachments with added layers of protection. Users can shield sensitive information from unauthorized access by encrypting message contents and attachments. Additionally, features like setting expiration dates for messages and revoking access provide added control over data security.
Third-Party Tools for Enhanced Security
Integrating third-party encryption tools with Gmail or your email service provider can further enhance document security when sharing via email. These tools offer advanced encryption options, ensuring sensitive information remains protected throughout transmission. From digital signatures to strong password protection, these solutions provide comprehensive security measures to safeguard confidential documents.
How to Send Encrypted Documents With Gmail
1. Enabling Confidential Mode: Begin by composing a new email in Gmail. Click "Turn on confidential mode" to enable encryption and activate Confidential Mode for the email.
2. Setting Expiry Dates and Passcodes: Configure settings such as expiry dates and passcode requirements to enhance document security. Password protecting and giving your email message and any email attachments an expiry date ensures that only intended recipients can access the email and its attachments.
3. Composing the Email: Draft your email and attach the relevant documents. Gmail will automatically encrypt the message contents and attachments based on the chosen settings.
4. Sending the Email: Once you've composed the email and configured Confidential Mode settings, click "Send" to transmit the encrypted email to the recipient.
5. Revoking Access: If necessary, you can revoke access to the email before the expiry date by accessing the email from your Sent folder and selecting "Remove access."
How Inkit Supports Secure Document Transmission
Inkit offers a comprehensive platform designed to fulfill all your document generation (DocGen™) needs while ensuring the secure transmission of sensitive information. Our platform includes robust features such as digital signatures, end-to-end encryption, and advanced access controls, enabling organizations to safeguard their private data effectively.
Keeping Your Information Safe with End-to-End Encryption
Inkit's encryption capabilities provide exceptional security for confidential information. Through end-to-end encryption and zero-access security measures, Inkit ensures that sensitive documents remain protected during transmission, guarding against cyber threats and unauthorized access.
Preventing Data Leaks with Document Streaming
Inkit's Document Streaming feature adds an extra layer of protection by preventing leaks before they happen. Live audit trail notifications, access revocation, and true "view-only" documents help mitigate the risk of data breaches. Documents shared via Inkit are safeguarded against copying, downloading, or unauthorized sharing, ensuring the security of sensitive information at all times.
Access Controls with Roles & Permissions
Through its Roles & Permissions functionality, Inkit offers granular control over document access. Organizations can define access rules based on their specific requirements, ensuring users only access authorized documents. Custom folders and groups streamline access management, making it easy to share information securely within the organization.
Magic Links for Secure Document Sharing
With Inkit's Magic Links feature, users can securely share documents with individuals outside their organization. Magic Links enable encrypted document sharing with options for authentication via email or social login providers. Users can set expiration dates or restrict access based on the number of views, adding an extra layer of security to document sharing.
With Inkit, you can send sensitive documents with confidence, knowing that your data remains protected throughout the generation and sharing process.
Final Thoughts
It is important to ensure that your emails are secure, especially when sending sensitive information; email services like Outlook and Gmail have robust encryption features that can help keep your data safe.
Encryption can prevent unauthorized access to your emails and reduce the chances of someone intercepting them. This lowers the risk of data breaches and ensures that you're following any relevant rules and regulations. You can also add extra security by using features like password protection, setting expiration dates for emails, and controlling who can access them.
Both individuals and organizations must use secure methods when sending documents via email. By being careful and using the available tools, you can lower the risk of data breaches and keep your private information safe.
Are you looking for a comprehensive solution for secure document generation and handling? Look no further than Inkit. With our advanced features, such as end-to-end encryption, document streaming, and customizable access controls, Inkit offers a reliable and compliant way to manage sensitive data electronically.
FAQs
What is document encryption in email?
Document encryption in email ensures that only the intended recipient with the correct decryption key can access and decipher the information, protecting sensitive data such as PDF files and other attachments.
How can I send encrypted documents using Outlook?
To send encrypted documents using Outlook, you can utilize its built-in encryption tools such as S/MIME (Secure/Multipurpose Internet Mail Extensions) and Office 365 Message Encryption:
- S/MIME Encryption: Configure S/MIME encryption settings in Outlook's Trust Center and sign messages with a digital signature to ensure authenticity. Recipients must have compatible mail applications to decrypt S/MIME encrypted messages.
- Office 365 Message Encryption: This feature allows you to specify encryption options and control who can access encrypted documents. It also allows you to apply encryption and access restrictions to emails.
What is Gmail's Confidential Mode, and how does it work?
Gmail's Confidential Mode lets you set expiration dates for messages and revoke access anytime. You can also require recipients to enter a passcode to access the email and prevent them from forwarding, copying, printing, or downloading the message contents or attachments, such as digital documents and PDF files.
Are there specific legal requirements for sending secure documents via email?
In regulated industries like healthcare and financial services, there are legal requirements for sending encrypted documents via email to protect sensitive information. Organizations must comply with these regulations to avoid severe penalties and prioritize secure communication.
Can I send secure documents via email in government sectors?
Secure documents can be sent via email in government sectors. Still, specific protocols and encryption standards must be followed to comply with regulations. Government agencies often require the use of approved encryption methods and standards like FIPS for secure communication. Government entities can securely transmit digital documents and ensure secure communication across departments and agencies by using robust encryption technologies and following established protocols.
