We all know that one of the most common forms of online communication is by email. Email has been used ever since the internet began its existence, and with today’s internet adoption more and more businesses are going digital, the use of email has extended for even more uses, but the email providers have done very little to enhance the security or their services.
The plain text data is not encrypted, and other people and computers can read it easily. Over 39% of organizations and well-known companies store their user’s data readable to others. Breaches of data occur in plain text due to unprotected passwords. Sending any kinds of records or private documents by email poses a high risk of data breaches.
Additionally, many MFPs (Multi-Function Printers) do not accept email encryption, and there is no assurance for those who do, that the documents will be sent encrypted. To use TLS (Transport Layer Security) encryption for emailed scanned documents, the MFP needs to be explicitly configured. Second, to accept TLS encryption, the receiving email system must also be configured.
How you increase the risk of hacking when you send documents on plain text email
Firstly, if you do not use an email provider that ensures end-to-end encryption, you are a target for hackers.
Users can share more details about themselves than they intend to. This may be opening a Trojan virus email, or without even understanding it, giving someone their email address and password.
Secondly, there is a risk that a response to an email can contain a virus, Trojan horse, or malware each time you exchange a business document via email, such as a legal contract. Although most of these might be captured by your corporate firewall, all it takes is one to get through and cause damage.
Emails are insecure and transmissions mean that intercepting, tracking, and tampering with documents can be carried out by third parties. It’s difficult to determine where each email goes after it lands in the inbox of the receiver. Maybe the person is sharing it with another associate, or maybe with a rival company. It is difficult to tell from your desk.
Finally, email providers (like Gmail) give their users many security features. But the company has had trouble protecting user privacy, even as one of the more common email providers. You would assume that no one would read your sensitive messages using 128-bit encryption. But Google shares a lot of the data with other businesses, so it’s not entirely secure either.
As with any form of security, the leading factor in security breaches (which is the human aspect) must be investigated. To keep all of your information private, you can use an end-to-end encryption service. But a hacker can get in easily if you don’t have a good password for that email account.
How to securely transfer private data
Documents sent directly to users by email are not safe since, by default, the multifunction printers (MFP) used to send them in plain text. Unintended parties may intercept clear text communications, resulting in the possible disclosure of private information.
Forget all those sheets, notepads, and sticky notes to store passwords, Fortknoxster always recommends to use encrypted password storage. With it, none of your information is stored or sent in a readable format, so hackers have no chance to expose it.
Emails, Slack and social media chats are no longer the choices for exchanging passwords; there is a safe way to share them. By enforcing it, either during the sharing process or after the receiver gets it, the shared data will not be compromised.
“Never reuse passwords for the sake of privacy. This way, none of your other sensitive data becomes vulnerable even if a random account is compromised.”Mickey, Fortknoxster CEO
You don’t really know how many networks or servers the message can travel through on its way to the receiver or who has access to them when you send an email. Moreover, a third party could be able to access emails sitting on your computer. Even, let’s not forget the usual mistake of sending a message to the wrong recipient.
If your organization sends and receives sensitive information by email, I would recommend looking at alternative tools to secure your business assets and also ensure that if the email of a customer is intercepted, your reputation will not be compromised. Essentially, you should not send any private information such as your banking information, passport details, or other personal details via email. The hazards outweigh any advantages.
Using secure and encrypted storage and file transfer system like Fortknoxster, directly prevents the risk of information being intercepted and misused by unauthorized persons.
Nothing is one hundred percent safe on the internet. You can encrypt your emails, use a VPN, and use anti-malware that is military-grade, but you can also risk your emails being hacked. Ultimately sending your banking information by email is just definitely not a good idea.
If you are in need of sending or receiving sensitive information as an individual or as a business you should try Fortknoxster.
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