10 Commandments of Email Encryption

At no time in history has personal and corporate data been more widely targeted by criminals. With never-ending threats and compliance demands, it’s vital for IT and employees to work together to create the most secure environment possible. When both sides are on the same page, an organization is at its strongest.

To help with the cause, we wanted to provide ZixCorp’s “10 Commandments of Email Encryption” that highlight the responsibilities of both IT and employees to ensure data being transmitted from an organization is secure.

IT Commandments

  1. Thou Shalt Educate 

Unless your email encryption solution encrypts every single email sent by your employees, it’s crucial to implement policies and offer employee training to prevent leakage of sensitive information.

  1. Thou Shalt Stay Compliant with Regulatory Mandates 

Securing sensitive information in email isn’t just a best practice — it’s often the law. HIPAA, HITECH, GLBA, state data security laws and guidance from FFIEC agencies make it clear that protecting sensitive information is no longer optional. Make sure the solution you use leverages proven and up-to-date policy filters to catch any messages that might slip through the cracks.

  1. Thou Shalt Not Use Outdated Solutions 

Threats are constantly evolving and business should avoid getting trapped with a solution that is ill-equipped to handle modern threats. Instead of sticking with an outdated solution because it’s convenient or familiar, choose one that can adequately protect the needs of your business.

  1. Thou Shalt Choose a Solution that’s Easy AND Secure 

Not all email encryption solutions are created equal. Often they compromise ease-of-use, security, or both. Choose a solution that makes secure email convenient for you, your senders and your receivers. Don’t let the complexity and maintenance of a solution pose a barrier to getting work done effectively. When users have too many hoops to jump through, they may resort to insecure methods—putting your business at risk. 

  1. Thou Shalt  Take Mobility into Consideration  

Business is no longer conducted behind a desk. Mobile phones have expanded the workplace and work hours, and more users spend time on email than any other internet-enabled activity. With increasing dependence on mobile devices, convenient mobile delivery of encrypted messages is a critical consideration for keeping business moving forward and keeping your customers and business partners happy.

Employee Commandments

  1. Thou Shalt Understand the Importance of Email Encryption

Regular email isn’t a private conversation and can be easily intercepted and read by unwanted parties. By law, companies are required to protect certain types of personal information, but more importantly, it is simply a smarter way to do business. In addition, email encryption increases efficiencies by allowing the electronic transfer of sensitive information that has traditionally required slower manual delivery methods. Email encryption is one way you can take responsibility to protect sensitive information.

  1. Thou Shalt Take Responsibility to Protect Data

When you are sending unsecure emails, make sure there is nothing included that should be encrypted, such as social security numbers, contracts, financial information, and personal health information. Even if your company has policy filters, it’s still best to err on the safe side and to take responsibility for protecting sensitive data.

  1. Thou Shalt Make Email Encryption the Rule, Not the Exception

Again, if you aren’t sure if an email needs to be encrypted, play it safe and encrypt! There is too much at stake to take a chance. Often the worst breaches and policy violations stem from human error — well-meaning employees who have no idea that they are putting patient records, credit card information and client identities at risk.

  1. Thou Shalt Be Attentive

Whether you work for a healthcare company, law firm or financial services company, it is important to be aware of the type of regulatory compliance you need to adhere to. Even a basic understanding will help in the long run.

  1. Thou Shalt Ask Questions

Email encryption can be confusing if you are not tech savvy. If you ever have questions or concerns about email encryption and compliance, it is your responsibility to ask. In the end, it is better to ask a question than to let an email slip through that contains sensitive information.

By adhering to these commandments, IT and employees will ensure the organization they work for is as secure and regulatory compliant as possible. Protecting customer and patient data is a team effort and requires complete buy-in and accountability.

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The BYOD Data Dilemma: Is EAS Safe?

Skimming through old posts on the Zix blog, I came across this one from a year ago. A new Zix employee had pulled out his smartphone and demonstrated that although his ActiveSync account with his previous employer had been deactivated, all the emails, attachments and his customer contact list were still stored in the permanent memory of his device.

This got me to thinking – what is Exchange ActiveSync (EAS)? EAS is a protocol that has been developed to synchronize email, contacts and calendar entries from the Exchange mailbox to just about every mobile device or operating system, including Apple iOS, Android, Blackberry, and of course Microsoft Windows Mobile.

EAS delivers the very useful tool of replicating emails, calendar entries and contact lists across multiple devices so that all devices are up-to-date with what is stored on the messenger server. Once on the device, employees work on, copy or forward the data in emails and their attachments just as they would if the data was on a company desktop. It means, for example, that when called by a customer or colleague, a user can see her existing time commitments and confirm to that caller then and there that she is free to meet on Thursday at 2 p.m. This ability allows mobility users to be productive at times when traditionally we would not have been contactable or would not have been able to respond to questions or issues quickly.

As we all know, tablets and smartphones are very powerful consumer devices. Essentially they are micro-computers that will do a multiplicity of tasks required by their consumer owners. In doing so they are eminently fit-for-task. That is, they behave exactly as they were designed to behave. They respond quickly, and they “seamlessly” share information between apps so that we can forward a music clip via email, instantly upload a photo to Facebook, search “nearby” for a restaurant, and so on.

The very functionality that makes it easy to share information between applications turns these consumer devices into a business IT headache. In order for BYOD to work for the user, the password or PIN to use the device must be quick and easy to input – the antithesis of good IT security. More than this, the device must not time-out too quickly (requiring the password to be re-input to continue) because the users – your employees – would not accept this. A survey by McAfee and One Poll revealed that 36% of mobility users don’t lock their mobile devices with either PIN or password, while 30% have vital password information stored in notes apps.

And even if data is encrypted, the encryption keys are kept in known places on the devices and therefore hackable.

Most industry solutions to these dilemmas utilize sandboxing or containerization strategies to counter the very seamlessness that has been designed into BYOD devices. These solutions can work well in controlling what users can and cannot do with the corporate data on their own device. Unfortunately solutions like these can fall down when either a disgruntled employee decides to act against the employer or devices fall into the hands of savvy criminals.

Regardless of the security or encryption techniques used in combination with EAS, in my view EAS has one overarching security flaw. Business data is copied to the BYOD device. With data on the device, motivated criminals can access that data. And please don’t talk with me about remote wiping: that “remedy” is facile. Remote wiping works great if the device is lost – however “lost” implies that no-one has the device. It is down the back of the sofa, or in a pile of laundry; exactly when a remote wipe is unnecessary.  The ideal time for a wipe is when a thief has the device, however any thief smart enough to search for corporate data is smart enough to apply airplane mode or to put the device inside a Faraday bag, thereby defeating any attempt to remote wipe the device.

ZixOne however is a fresh solution that takes a different approach to solving this BYOD dilemma by keeping business data off the device in the first place. Even if the device encryption or passwords are broken, there is no data on the device to be found. It’s a BYOD solution that employees accept with ease. ZixOne enables easy access to email, calendar appointments and business contacts, all the while keeping business data secure and off the device.

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Thinking about CYOD? Not So Fast, My Friend

You may have heard about a new trend called Choose-Your-Own-Device, or CYOD.

It gives employees the “freedom” to use a device they know and understand by allowing them to choose from a narrow list of corporate pre-approved mobile devices. For employers, it provides more control over device management and security within their organizations.

In theory, it sounds like BYOD nirvana.

Our response to that comes courtesy of Lee Corso : “Not So Fast, My Friend”

CYOD is simply a new term for the old corporate device program.

The idea behind CYOD suggests that if you give employees a choice in what device they use, they’ll be satisfied with a small semblance of mobile freedom. However, BYOD originally came to light because employees wanted the freedom to use their own devices in the workplace. CYOD, on the other hand, is a step backwards, simply repackaging unpopular policies of the past. Beyond providing a false sense of choice and freedom to employees, CYOD also has a few pitfalls.

  • CYOD is costly for the employer.

In order for CYOD to be successful, companies need to invest in the latest devices, which increase cost. In addition, when you toss in the fact that once you invest in the smart phones and tablets, companies will need some form of mobile device management to track the devices they give out. Although you’ll need a BYOD security solution to protect data accessed by employee-owned devices, the costs are ultimately lower.

  • CYOD walks a privacy tightrope.

By deploying CYOD, employers are expecting employees to use their corporate-owned devices as their only connection to the office. In doing so, it’s unrealistic to think that employees won’t perform personal activities on those corporate devices. However, this raises a privacy problem. As employees conduct personal activities on the device, where is the line drawn as to what the company can monitor? If the company has access to that information, it could lead to legal issues, such as lawsuits associated with labor relations or employee terminations.

  • CYOD is inconvenient and hinders productivity.

One of the main benefits of BYOD is that it allows employees to be more productive. By simply having access to corporate email and applications on their personal devices, employees are more connected and can access company information when and where they need it. When you give employees a second device, they either experience the hassle of carrying around both or make the decision to only carry one — which, away from work, will usually be the personal device.

In the end, CYOD has many flaws. Mobile devices have become deeply ingrained in who people are. They are personalized with apps, shortcuts, photos and music. CYOD will never be able to replicate that level of personalization, and this could be its biggest flaw. As much as CYOD seems like a great idea, it will never be able to replace the experience of using your own device.

Whether your company chooses to use a BYOD or CYOD strategy, it’s important for company data to remain secure no matter the strategy. ZixCorp has a security solution to meet that security need without jeopardizing productivity, convenience or privacy.

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Is the California Court of Appeals Ruling Really a BYOD Killer?

Back in August, the California Appeals Court ruled that when employees are required to use their personal cellphones for work-related calls, the employer must reimburse “a reasonable percentage of their cell phone bills.” That holds true whether the user has an unlimited plan or not.

Now that this ruling is officially in effect, it’s hard to believe some of the attention-grabbing headlines that originally surfaced:

“Court Ruling Could Bring Down BYOD” — “California Court Ruling Threatens BYOD Programs” — “CA Ruling Major Blow to BYOD!”

Does this ruling really mean BYOD is about to fall off the proverbial cliff?

Not in the least. Many employers have provided prorated reimbursement of call minutes and data for years and will continue to do so under BYOD policies (which, by the way, won’t go away any time soon).

It is important to call out that the class-action lawsuit fueling this ruling seems to be a situation where the employees needed to use a mobile device but did not have the option of using an employer-provided device (e.g., a laptop) or employer-provided connectivity (e.g., office phone network). Rather, the issue involved field representatives who were regularly required to use their personal cellphone plans for business purposes.

If employees are offered a choice — use of a company-provided phone, use of their own device with the understanding of no reimbursement — the employer would not be required to provide reimbursement of personal cellphone bills. In addition, if employees do not need a mobile device for work but prefer the convenience of accessing work outside the office, then reimbursement is not required.

What does the ruling really mean for BYOD?

California employers may need to re-think their BYOD reimbursement policies and make sure they have a clearly defined BYOD policy and strategy in place for their organizations (all good actions to take).

It’s also a wake-up call for employers who may be taking advantage of the consumerization of IT and making employees use their own mobile devices and data plans for work without offering any level of reimbursement or the option of providing a company-owned device.

At the end of the day, the value of BYOD lies in giving employees the ability to use the device of their choice to improve productivity — not infringing on their rights, whether that means offloading mobile costs to the user or requiring a solution that can remotely wipe the user’s personal device.

It’s clear that there’s no one-size-fits-all approach to BYOD, and it’s a delicate balancing act to accommodate the needs of all parties involved.

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Customer Spotlight — Financial Institution Banks on ZixOne to Overcome BYOD Hurdle

If a company isn’t familiar with BYOD, then implementing it can seem like risky business.

These concerns are compounded when the company is a financial institution, in charge of protecting its clients’ valuable financial assets.

That’s why when First State Bank of Bedias (FSBB) was considering a BYOD program, it knew it had an important decision to make.

Like many organizations, FSBB had to overcome the hurdle of using BYOD to enhance employee convenience and productivity, while ensuring the appropriate measures were taken to keep corporate and client data safe.

Originally, management considered solutions that imposed control over the device but realized the approach wasn’t ideal for the user. That’s when the organization turned to ZixOne and its “no corporate data on the device” BYOD solution.

As Jody Smith, senior vice president of Info Systems & Operations for FSBB, puts it: 

“When we considered expanding [mobile] access to employees other than the executive team, we found alternative approaches imposed on employee control, and it was hard to dictate what employees could or could not do on their own personal devices. ZixOne was a cure-all. It significantly reduced the likelihood of a breach without taking convenience, control or privacy away from our employees.”

Along with providing employees with a simple, hassle-free experience, FSBB also found the ZixOne approach is acceptable among regulators. 

“We don’t worry about local storage, and our regulators are pleased that we have a clear answer for mobile risks. In a recent audit, the controls in place through ZixOne were easy to explain and quickly satisfied federal requirements,” said Smith.

While implanting BYOD might seem risky, FSBB learned that with the right solution, BYOD can be a breeze. Employees have the email access they want, IT knows that data is protected and regulators are happy with the security of the product.

A little about First State Bank of Bedias:

  • Independent community bank serving Grimes County, Texas and surrounding counties
  • Headquartered in Bedias, Texas
  • Opened in 1907
  • Dedicated to implementing new technology, while providing customers with a team of decisive, responsive and experienced banking professionals

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What Enterprise Mobility Management Vendors Aren’t Telling You

Last week a few of us at Zix attended the Gartner Symposium ITxpo in Orlando, Fla. From workshops, to keynotes, to roundtables, the four-day event focused on today’s digital world and how it’s redefining IT.

ZDNet Editor-in-Chief Larry Dignan attended the conference and shared his thoughts about the on-site Enterprise Mobility Management exhibitors. His key takeaway was that he couldn’t hear through all the white noise and concluded “many vendors sounded alike.”

We hear ya Larry (or maybe not, since it IS sounding a little noisy)!

He proceeded to write:

Simply put, bring your own device (BYOD) policies are a pain to manage, the security stakes are only getting higher and mobility is pervasive. Meanwhile, enterprise mobility management (EMM) vendors are still being sorted out.

Well, Mr. Dignan, to that we say:


You bring up some very valid points.

BYOD, while well-intentioned, can make IT managers, CIOs — and especially employees — want to pull their hair out.

The downfall of most EMM/MDM solutions — and vendors you spoke with — is that they pose too many restrictions or too much control over the user’s device. Quite simply, they don’t have the end user in mind. Employees wanting more convenience brought the BYOD movement to light, and EMM is putting us right back where we started — to the old days of restricted corporate-supplied devices.

Most companies are completely unaware that there’s another option, so they settle for something less than what meets the needs of IT and their employees.

At Zix, we’re shouting from the rooftops to let them know — THERE IS A BETTER WAY!

In the coming years, we’re going to start seeing the use of mobile apps that enable access to corporate assets on the employee’s personal device without allowing that corporate data to actually reside on the device.

There are two key benefits to this.

  1. First, keeping data off the device limits the potential for compromise if the device is lost or stolen and taken offline.
  2. Second, it gives employees the freedom to use their devices how they please, without worrying about tradeoffs like remote wiping, invasion of privacy or a compromised user experience.

Let us give you an example.

On the show floor, we had several government organizations approach us saying that the “no data on the device” approach would be conducive to their work, where data spillage and the escalation of “now-confidential” information eliminate BYOD as an option . For instance, a contractor might be working on a project that escalates in terms of importance and confidentiality. This means that contractors have to bring in their personal devices to have everything wiped, instead of simply deleting that unsecured data from the company server.

This approach also makes sense, because the majority of employees only want or need access to one corporate app —email. For others who need access to more, the added controls and restrictions of EMM or MDM makes sense. But for that majority, companies shouldn’t need to impose a second corporate-owned device or restrictions on the employee’s personal device when the solution could be as simple as downloading an app.

Given our approach to mobile security, we can’t ever expect an apples-to-apples comparison with EMM, MDM, etc. But, we think that’s a good thing since we have an approach that doesn’t sound like the rest.

Next year, we hope you stop by our booth, so we can prove that BYOD doesn’t have to be a pain.


Zix Corporation

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Why Office 365’s Email Encryption Doesn’t Add Up

With the growing realization that data security and email encryption are absolutely essential, large email providers are rushing to play catch-up. But are they paying attention to the users?

In November 2013, Microsoft first announced message encryption for Office 365. But after some initial complaints over the system’s usability (people receiving the encrypted messages had to be logged into a Microsoft account to view them), things are starting to change.

Last Friday, Microsoft announced that recipients of Office 365 email no longer need a Microsoft account to view messages. Instead, they can view their encrypted messages using a one-time passcode that Microsoft sends via email, which expires after 15 minutes. It’s not clear to us what happens to that message if the user doesn’t open it in the 15-minute window, but it seems like a less-than-ideal solution if you’re trying to fix a usability problem.

Despite the head scratches regarding the announcement, what actually raised eyebrows was the figure that Microsoft touts when it comes to the number of emails they are encrypting.

Since going live eight months ago, Office 365 Message Encryption has been used to protect the content of more than 1 million emails.

Seem like a lot? What if we were to tell you that…

Zix encrypts 1 million messages in a single business day.

Why? Because we understand the concept of “ease of use” and so do our end users.

For approximately, 75% of encrypted messages delivered by Zix, no password or portals are needed.  Senders and recipients simply exchange email as they normally would. All outbound messages are automatically encrypted, mitigating virtually all risk, and are automatically decrypted on the receiving end. The other 25% of messaged can be received through a convenient, mobile-friendly secure Web portal.

Many email encryption products in use today are outdated and complex, which can lead to employees skirting the rules to avoid having to deal with the hassle of encryption. Clearly, this puts businesses in a precarious position, especially with the number of data breaches that we read about happening daily.

If you want to get your employees and, more importantly, your valuable customer and partners on board, make sure you’re deploying an effective, easy-to-use email encryption solution.

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Customer Spotlight – Financial Holding Company Switches To Improve User and Customer Experience

Financial institutions have a responsibility to protect customer information. That used to mean non-user friendly programs that were clunky and difficult. Sure, the data was protected, but they were also incredibly inconvenient for everyone involved.

This was the issue DCP, LLC was running into with its previous email encryption solution, Cisco IronPort Encryption Appliance (IEA). Both employees and customers were complaining that the solution was too cumbersome – regularly encrypting emails that didn’t contain sensitive information and forcing users through a painful delivery process.

DCP realized it would need an encryption solution that offered first-class security and also emphasized a user friendly experience for both employees and customers. And with Cisco announcing the end of life for its IEA solution in July 2015, time was of the essence. This made the switch to Zix Email Encryption an easy decision.

The broad use of Zix Email Encryption in the financial industry was a contributing factor in DCP’s switch to ZixCorp. All federal financial regulators, more than 20 state financial regulators, such as the Missouri Division of Finance, and one in every five U.S. banks trust ZixCorp to secure their email.

“ZixCorp is a trusted company within the banking industry, which provided us with even greater confidence as we transitioned to its email encryption,” said Shane Nunn, Network Systems Engineer at DCP.

Shane will provide additional insight into his selection of Zix Email Encryption and his experience with the switch in a webinar on Sept. 30. To register for the online event, click here.

A little about DCP, LLC:

  • Located in Washington, Missouri
  • Holding company for multiple banks, including Bank of Washington, Citizens National Bank and United Bank
  • All bank employees now use ZixCorp to protect financial information and other sensitive data that is included in emails

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Survey Says… Individuals Would Rather Lose Wallet, Than Mobile Device

Let’s face it – we trust mobile devices with some of our most priceless information, from photos to bank account numbers to work emails. But with the rise of BYOD and the fact that every 3 minutes a personal device is remotely wiped by an employer, it’s not surprising that recent findings indicate some people would rather lose their wallet than their mobile device.

In a recent study, we asked more than 1,000 respondents their views on corporate BYOD policies and the value they place on personal data contained on their mobile devices. Let’s take a look at the top issues employees are facing when it comes to BYOD. 

  1. Employer control is impacting BYOD adoption. Many employers have incorporated remote wiping into their BYOD policies and security strategy. However, 71 percent of respondents said they would avoid using their personal device for work if they knew it could be completely wiped if the device was lost or they left the company. 
  1. BYOD policies affect how long it takes employees to report missing devices. The chances of corporate data being accessed by outside sources when a device is lost or stolen increases with time. With the threat of remote wiping, 41 percent of employees would wait a few hours to over a week to report their phone missing. 
  1. Privacy invasion is a top concern. The possibility of employer overreach is a top concern when it comes to BYOD. Employer access to personal information was ranked as the most concerning by individuals. 
  1. Tracking location can be seen as less egregious than wiping a device. The importance of personal information stored on mobile devices is valued more than privacy. More than half of respondents would rather let an employer track their location than wipe data such as personal photos, contacts and email.

Although employees have significant concerns about privacy and employer controls, they do not have to be a barrier to BYOD enablement or adoption if companies shift their BYOD security strategy from controlling the device to controlling the data. By leveraging the right BYOD approach, companies can ensure that data is better protected while keeping employees happy. Without the threat of remote wiping or privacy invasion, employees are more likely to adopt BYOD as well as protect corporate data without hesitating to report a lost or stolen device. To see our full survey findings, check out our interactive results page.

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Avoiding E-Fail

Clicking “send” is almost too easy. We’ve all had those moments when we wince after realizing we sent an email a little too soon. Maybe you attached the wrong file or realized you copied someone that you shouldn’t have.

But as painful as these moments are, sometimes the result can be far worse than slight embarrassment.

Who did I send that to again?

You’re going on hour 15 of your “eight-hour” work day. Needless to say, you’re a little groggy. Checking your watch, you realize you’re about to miss the deadline for the billing cycle.

Quickly, you pull the patient records for everyone who’s received treatment in the past month so that their claims can be processed.

What was that guy’s email again? Rick something? Good thing my email remembers it. Thank you auto-populate.

Sent. And that’s when you do a double take.

Image: http://www.reactiongifs.com/r/Ellen-Selfie.gif

Image: Reaction GIFs (http://www.reactiongifs.com/r/Ellen-Selfie.gif)

Wait, who did I just send that to?

Rick Johnson at United Healthcare?! … That was supposed to go to Rick Johnston at Aetna!!

Image: http://2.media.todaysbigthing.cvcdn.com/15/55/5db85500cc71595bd2ddab0112d87abc.gif

Image: http://2.media.todaysbigthing.cvcdn.com/15/55/5db85500cc71595bd2ddab0112d87abc.gif

Don’t be the guy who accidentally sends 1,200 patient records to the wrong organization.

Wait, what was that attachment?

You just spent the weekend slaving away on that report your boss dropped on your desk Friday afternoon. You’re coming down from your caffeine high, but you know you’ve nailed it.

Image: http://www.diaryofthedad.co.uk/2014/06/tips-for-prs/

Image: http://www.diaryofthedad.co.uk/2014/06/tips-for-prs/

Wanting to show your boss how dedicated you are, you send it to him first thing Monday morning. Just need to make sure you attach the right thing — 090214UpdatedRegionalReport.docx — OK, sent! Now just sit back and wait for the praise to pour in.

You wonder why it’s taking so long for him to respond. Did your email go through?

You attached 090214UpdatedResume.docx?! “Oh no, I can explain!”

Image: http://gifrific.com/wp-content/uploads/2014/01/Girl-Misses-Seat-and-Falls-to-Ground.gif

Image: Gifrific (http://gifrific.com/)

There’s Always One

Jason has been slacking recently, and his performance is only going in one direction: down. Despite your coaching and multiple warnings, he just can’t seem to get it together. He’s got to go.

Jason, you’re fired.

Image: http://www.businessinsider.com/image/4fdf56a56bb3f7ee71000009/what-happens-in-media-planning-donald-trump-youre-fired-gif.gif

Image: Business Insider (http://www.businessinsider.com/)

Good riddance to the bad egg that was bringing everyone down.

But what you don’t realize is that Jason saw this coming. He’s been emailing himself customer lists for weeks, and he even snagged next quarter’s sales leads.

And he’s taking all of that with him to your biggest competitor, where there’s a job waiting for him.

Image: Reaction GIFs (http://www.reactiongifs.com/)

Image: Reaction GIFs (http://www.reactiongifs.com/)

That’s not good.

With protected health information, financial data and other sensitive corporate information exchanged regularly through email, you want to make sure you’re protected. Yes, there’s email encryption. But just in case that email shouldn’t have been sent in the first place, there’s always DLP.

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