You’ve Got Mail

Communication is digital. Almost all interactions businesses have with customers, colleagues and partners comes via digital channels. Email might sound old hat, but only because it is now so finely engrained into every aspect of our communications ecosystem that it barely warrants mentioning.

We don’t talk about emails because emails are the conversation. As of 2024, more than 33% of marketers still employ emails, with 87% planning to maintain or increase their investment in the channel in 2025.

Email is also the preferred communication channel for billions of employees, and HubSpot predicts that email usage among colleagues will continue to grow by at least 2.4% annually for the next few years. That’s not to mention the 4.2 billion people worldwide who use email every day – more than half the world’s population – to share ideas, engage with brands, sign contracts, and organise their lives.   

Email as a channel is so prolific, and so vital to our lives and businesses, that the consequences of using it flippantly or without due consideration can be severe.

Incidents like the widely reported breaches of the Police Service of Northern Ireland (PSNI) and the UK Electoral Commission on the same day last year, along with the rise in email-related security incidents, highlight the urgent need for robust email security measures and responsible use of the channel. In some cases, companies have even had to terminate employees over unintended email security breaches, either due to lack of training, poor implementation of email software, or because the channel itself was exposed and vulnerable to cyberattacks.   

The Risks Of Poor Email Communication 

Email, like any other technology, is a tool. How we choose to use that tool has consequences. The PSNI breach referenced above involved the accidental exposure of sensitive personal data of all serving police officers and civilian staff, including names and roles, due to an email error. The breach occurred when an email containing sensitive information was mistakenly sent to the public. The error involved attaching a spreadsheet with the personal details of over 10,000 officers and staff, which was inadvertently included in a response to a routine Freedom of Information request. This mistake could potentially result in a £750,000 fine for the organisation.  

In recent years, a significant number of employees have faced termination due to email security breaches, highlighting the growing concerns over cyber threats in the workplace. The primary causes of these breaches include phishing attacks and human error, which continue to be major vulnerabilities for organisations. 

Best Practices For Ensuring Email Security 

While many email incidents, including those referenced, are largely down to human error, technology still has a vital role to play in setting up guardrails and frameworks to help us use the channel more effectively and responsibly.

One of the most helpful strategies is to implement encryption as a standard for all email communications containing sensitive data, ensuring that information is protected from unauthorised access.

Utilising secure email platforms that offer advanced encryption can significantly reduce the likelihood of data breaches. Additionally, organisations should enforce multifactor authentication (MFA) to add an extra layer of security, making it more difficult for cybercriminals to gain access to emails. 

Employee education is equally crucial in maintaining robust email security. Organisations have seen great success in introducing in-the-moment support; with alerts to the presence of sensitive data in emails and their attachments, or notifications to potential mistakes, such as incorrect recipients. Whereas training in its traditional form (i.e. compulsory training delivered annually) often sees employees forget best practice within a few weeks, integrating training into workflows can help build a security-first culture.

In addition, implementing strict policies for handling sensitive information and conducting periodic security audits can also help identify and address vulnerabilities. By fostering a culture of security awareness and ensuring that all employees are well-versed in best practices, organisations can significantly reduce the risk of email-related security incidents.  

The Role Of Digital Signatures 

Digital signatures offer a secure and reliable method for authenticating the identity of signers and ensuring the integrity of documents. Unlike traditional handwritten signatures, digital signatures utilise cryptographic techniques to bind a signer's identity to a document, making it virtually impossible to alter the signed content without detection. This provides a robust layer of security, ensuring that documents are both authentic and unaltered. The benefits of digital signatures extend beyond security; they also streamline workflows, reduce paper usage, and expedite document processing, which is particularly beneficial in a fast-paced business environment. 

The EU’s General Data Protection Regulation (GDPR) mandates that businesses protect personal data and ensure the privacy and security of EU citizens' information. Digital signatures meet these requirements by providing verifiable proof of consent and ensuring that signed documents remain tamper-proof. They also facilitate audit trails, making it easier for organisations to demonstrate compliance with regulatory standards. By integrating digital signatures into their processes, companies can not only enhance security but also ensure adherence to legal obligations. 

Securing email communication is essential to protecting sensitive information and maintaining organisational integrity. While no single solution can address all vulnerabilities, a combination of robust encryption, employee training, and advanced technologies like digital signatures can significantly mitigate risks for every user.

As cyber threats continue to evolve, and email becomes further enmeshed in our professional and personal lives, embracing these comprehensive security practices will become increasingly critical to safeguarding our data.  

Image: 84Video

Anita Mavridis is VP of Product at Zivver

You Might Also Read: 

New Guidance For Business Email Compromise:

DIRECTORY OF SUPPLIERS - Email Security:

___________________________________________________________________________________________

If you like this website and use the comprehensive 7,000-plus service supplier Directory, you can get unrestricted access, including the exclusive in-depth Directors Report series, by signing up for a Premium Subscription.

  • Individual £5 per month or £50 per year. Sign Up
  • Multi-User, Corporate & Library Accounts Available on Request

Cyber Security Intelligence: Captured Organised & Accessible


 

« Identities Are The Highest Priority Risk Area
London Hospitals Held To Ransom »

CyberSecurity Jobsite
Perimeter 81

Directory of Suppliers

ZenGRC

ZenGRC

ZenGRC - the first, easy-to-use, enterprise-grade information security solution for compliance and risk management - offers businesses efficient control tracking, testing, and enforcement.

Cyber Security Supplier Directory

Cyber Security Supplier Directory

Our Supplier Directory lists 6,000+ specialist cyber security service providers in 128 countries worldwide. IS YOUR ORGANISATION LISTED?

CYRIN

CYRIN

CYRIN® Cyber Range. Real Tools, Real Attacks, Real Scenarios. See why leading educational institutions and companies in the U.S. have begun to adopt the CYRIN® system.

ON-DEMAND WEBINAR: What Is A Next-Generation Firewall (and why does it matter)?

ON-DEMAND WEBINAR: What Is A Next-Generation Firewall (and why does it matter)?

Watch this webinar to hear security experts from Amazon Web Services (AWS) and SANS break down the myths and realities of what an NGFW is, how to use one, and what it can do for your security posture.

IT Governance

IT Governance

IT Governance is a leading global provider of information security solutions. Download our free guide and find out how ISO 27001 can help protect your organisation's information.

Cysec Resource Co (CRC)

Cysec Resource Co (CRC)

We offer expertise in information and cyber security, sourcing individuals and teams who provide information security expertise to the public and private sector.

European Business Reliance Centre (EBRC)

European Business Reliance Centre (EBRC)

EBRC is a leader in integrated Data Center, Cloud and Managed Services and a Centre of Excellence in Europe in the Management of Sensitive Information.

Oneconsult

Oneconsult

Oneconsult provides cyber security services focusing on penetration tests / ethical hacking, ISO 27001 security audits and incident response & IT forensics.

Bowbridge

Bowbridge

Bowbridge provides anti-virus and application security solutions for SAP systems.

Digiserve

Digiserve

Digiserve by Telkom Indonesia is an end-to-end managed solutions provider committed to empowering enterprises in Indonesia.

GuardRails

GuardRails

GuardRails provides continuous security feedback that empowers developers to find, fix, and prevent vulnerabilities.

Blockchain R&D Hub

Blockchain R&D Hub

Blockchain R&D Hub's mission is to serve the needs of blockchain ecosystem as the center of excellence for technology research and development.

Project Moore

Project Moore

Project Moore is an Amsterdam law firm specialising in IT-law and privacy.

CyberSN

CyberSN

CyberSN is your essential partner in cybersecurity workforce risk management offering solutions that empower leaders to diversify, acquire, retain, and develop their cybersecurity teams.

Data Privacy Office (DPO)

Data Privacy Office (DPO)

Data Privacy Office is a company that specializes in privacy and personal data protection, following the highest standards in its sector.

Quantinuum

Quantinuum

Quantinuum is the combination of Cambridge Quantum with Honeywell Quantum Solutions, structured to drive the future of quantum computing.

PreCog Security

PreCog Security

PreCog Security is a US based cybersecurity risk mitigation company. We specialize in helping you find, minimize and manage vulnerability risk within your product, network and process.

Krista Software

Krista Software

Krista is an intelligent automation platform that combines iPaaS and Conversational AI to automate complete business processes across your teams and apps.

EdgeWatch

EdgeWatch

EdgeWatch is a platform that helps information accredited security practitioners discover, monitor, and analyze devices that are accessible from the Internet.

Redpoint Cybersecurity

Redpoint Cybersecurity

Redpoint Cybersecurity is a human-led, technology-enabled managed cybersecurity provider specializing in Digital Forensics, Incident Response and proactive cyberattack prevention.

AUCloud

AUCloud

AUCloud is a leading Australian cyber security and secure cloud provider, specialising in supporting businesses and Governments with the latest cloud infrastructure.