Today, companies are confronted with an ever-increasing volume of electronic communication. Messages and files containing sensitive information need to be exchanged securely and conveniently around the globe.
Consumer platforms and apps, mostly financed through collection of data and advertising, steadily grow and extend their reach.
Meanwhile, organisations see themselves confronted with multiple challenges and threats: Criminals, competitors, and foreign governments want to get hold of their sensitive data.
Email encryption is a legal requirement for the most companies
In order to protect businesses and their clients, there are laws, regulations and internal compliance standards that have to be followed.
- the European General Data Protection Regulation (GDPR)
- the California Consumer Privacy Act (CCPA)
- the Australian Privacy Principles (APPs)
are just three of many examples in the field.
Aside from such general regulations there are also topic- and industry-specific laws like the US Health Insurance Portability and Accountability Act (HIPAA) that makes sure that patients’ data are handled in a secure way or in the real estate business, the Consumer Financial Protection Bureau (CFPB) regulates the privacy of clients, the NTA 7516 for the WvGGZ in the Netherlands.
While these are only a few examples there is an increasing tendency for more laws and specific regulations to come.
Why most business emails are sent unencrypted anyway
While employees are used to the convenience of consumer grade technologies, those tools rarely comply with carefully established security standards and privacy regulations. Current available technologies such as S/MIME or PGP are often too complicated to install and use, leave metadata vulnerable and do not solve the problem of exchanging large file attachments. Professional solutions that try to resolve those issues can be very costly and are typically complex.
Despite the eroding myth of regular email as a secure communication tool for messages and files, most emails are sent unencrypted, and business emails are certainly no exception to that.
A closer look reveals that for most users the majority of encryption solutions are simply not an option because their implementation requires too much (technical) effort.
The prime example: S/MIME and PGP.
Putting aside the complicated implementation of S/MIME and PGP, all communication partners who did not go through this complex process fall by the wayside and continue to be excluded from encrypted communication.
Cryptshare, however, works without any hurdles and offers many additional beneftits.
Advantages of securing emails with Cryptshare
- Encryption of email
- No size limit for transfer of files
- Documentation of all activity for compliance
- No user accounts needed
- No exchange of certificates needed
- No software installation needed
- All stored files encrypted
- Secure file transfer
- LDAP Integration
Email encryption made comfortable
Cryptshare QUICK Technology combines security for data in transit with convenience for users
Usability has always been a key aspect, so effort for users is kept to an absolute minimum. Newly released Cryptshare QUICK Technology takes this one step further and combines security for data in transit with convenience for users.
Once activated with just a few clicks, it makes protecting regular exchanges between communication partners effortless. All transfers are secured with unique and system-generated one-time keys, not just one key pair as is the case with S/MIME and PGP.
Since these keys are automatically generated by the system and meta data such as subject lines can be sent encrypted as well, the risk of social engineering attacks is reduced dramatically.
In conclusion, while S/MIME and PGP may be the first things that come to mind when thinking about email encryption, they are certainly neither the most user-friendly nor the securest solutions.
For users who want to use encryption to protect their data in transit, they present too many obstacles for successful implementation.
For secure business communication, a reliable solution is needed that is transparent, removes barriers, and can be used by anyone straight away.
Only then can email encryption truly go mainstream.
Cryptshare in numbers
satisfied users worldwide
Made in Germany
Encrypted emails in Outlook
Send and receive emails securely with Cryptshare for Outlook
Email Pros and Cons
Click on the panels to learn more
Universally available but insecure and can't handle large files. Click on the following panels to learn more.
Email is the backbone of communication in most companies. Since it's established, effective, and paid for, it is unlikely to change . Large data stores for each user drive higher and higher costs, while established policies are often breached for the sake of convenience.
Unless supplemented by expensive and complex encryption email is not secure. Beyond enterprise boundaries, loss of confidential information in email is one of the most common security and compliance breaches.
Good governance demands better security than email alone can provide. Any data more sensitive than a simple message requires the protection of encryption.
Email's simplicity is both its strength and its weakness. There's a reason we all use it all the time. Its ubiquity, however, can gives us a false sense of security, especially, when we use it to transfer the wrong kind of information.
Secure but expensive. Never available when you need it. Doesn't solve the problems of large files.
Complex and expensive and suited better to security between known senders and recipients encrypted email is very expensive to buy to install to administer and to run. Whilst the cost is high there is no doubt of the strength of security offered albeit with lost flexibility.
Encryption of emails and file attachments is end to end and so highly secure. By not helping the ad hoc transfers there is a risk of breach by use of removable media when this demand arises.
Because of the high cost, inflexibility and slow execution encrypted email is often not deployed in favor of greater flexibility. In particular the fact of needing a client to exchange files creates a significant weakness as real world needs extend into third party companies.
For the user inside the domain ecrypted email is simple to use once set up. However if the requirement is to exchange files or emails beyond the firewall things are not so easy. Furthermore first set up is very complex and time consuming.
Encrypted emails in Notes
Send and receive emails securely with Cryptshare for Notes
Email Encryption with Cryptshare compared to S/MIME & PGP
|Requirement||S/MIME & PGP||Cryptshare|
|Use without prior knowledge|
|No technical prerequisites for recipients required|
|Easy to set up and configure (1h)|
|Sending files of any size|
|Protective email classification|
|Encryption of subject line|
|Definable retention period of files on the server|
|Complete audit trail for all transfers|
|Available for anyone to use|