How Emailing Documents Puts Your Business at Risk

By Chris Combs

Email is the standard for professional communication. It’s where many deals get done, new ideas get proposed and important feedback is received. But do you ever wonder who saw your last message? And if you sent something confidential, have you ever thought about who else may have seen it?

It’s true. Email is one of the easiest forms of communication these days. That being said, it can also one of the least secure. When you send an email, you don’t know if it was forwarded or not. You also don’t know if it was printed out or who may have picked up that document in the printer if it was.

With all the major data breaches and hacking this year, security continues to be an important priority for businesses. To help you understand the threats that currently exist, here are a few ways your email puts your documents at risk:

  • Authentication – A fancy word for gaining knowledge into who touches your documents and when. Learn more about document authentication here. With email, it’s nearly impossible to answer that question. It’s far too easy to forward, print or send a document to another contact.
  • Printing and Scanning – This point is a bit more obvious than the others. When a document is printed in a public setting, it is impossible to know if someone peeked at the hard copy in the printer. And if something is printed, it is also impossible to identify if it was indeed the recipient who signed and scanned the document back.
  • Decentralization – When you share some contracts and agreements with your Outlook account or Gmail account, and some on Dropbox, you never know how many folks may be accessing those documents. If you can use one tool to share all of your business documents, contracts and agreements, you gain much better insight into who is accessing your information.
  • Attachments – Today, it’s far too easy to forward an email and include the attachment. Whether it’s by mistake or on purpose, many professionals have over-included people on email chains. Still the biggest problem is once an attachment is sent it is available to that person forever. I also doesn't provide any insight into who downloads, saves or opens them in the future.

With LinkSquares technology, that has changed. Instead of sending attachments you can utilize link technology to send live links instead of attachments.When you sent something out for review with LinkSquares, you know who opens it, when they open it, and most importantly you can remove or turn off access to the document link in the future.

Now, you can do your job without having to worry about the security of your documents and confidential contracts. All this information translates directly to better document security. It’s time to take another look at your documents’ security, and if you think LinkSquares technology can help please contact us today for a free demo of our software

Topics: Uncategorized