In the past, lawyers concerned with retaining the privacy and confidentiality of client information restricted the use of email for conducting business. It is why fax was, for an extended period of time, the way in which to communicate. Email was not secure and too easily risked being tampered with, or leaked - accidentally or on purpose.
However, there are a number of secure mail solutions on the marketplace offering varying degrees of encryption, but email can only be considered secure if it can be tracked throughout the organisation.
MailTrack, a cloud-based, secure messaging service can encrypt and track confidential information as it moves in- and outside of organisations, with features that allow employees to securely send emails and attachments (even large attachments) without ever having to leave their inbox.
Messages can be password protected, and senders can prevent recipients from carrying out certain functions – such as printing the email and its attachments, or forwarding the email to another party – that may cause data breaches. But what makes this product unique is that it provides businesses with a comprehensive audit trail. They are able to track exactly who received, opened, forwarded or printed sensitive emails which makes the source of a potential data breach much easier to find.
This is of particular interest to companies affected by the Protection of Personal Information Act (POPIA), who may face large penalties should customer information be compromised. It definitely strengthens any POPI compliance programme and as the product can be securely used on mobile devices, it won’t interfere or be compromised by any BYOD (Bring-Your-Own-Device) initiative.
MailTrack is sophisticated enough to allow companies to introduce policy-based data leakage protection, such as automatic encryption based on keywords and phrases or algorithms. Emails that are recalled also disappear from recipients’ mailboxes, even after they are received, to ensure that information sent in error does not stay with the wrong recipient.
Users are able to keep track of the progress of the messages they have sent, by viewing its status - whether it has been received, read, its attachments downloaded, etc.
One of the key benefits of the product is how simple it is to use. There is no need to log into a separate site and its user interface makes it extremely easy for guest recipients to use, even if they’ve never encountered it before.
Email governance can be seamless, conforming to all legislative requirements without disrupting the normal workflow of your organisation. By educating yourself about the current legislation at play (as well the possible solutions that can help you comply), you can safely secure email communication in your company with the click of a button.
For more information, visit www.voxtelecom.co.za.
Craig Freer, head of product at Vox Telecom