Secure Messaging

Written by Serena Berger
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While email applications can improve your company's efficiency by allowing coworkers to communicate with each other easily, there are security risks associated with many email programs. For companies with multiple offices, email allows instant communication across the Internet. If the messages contain sensitive information or are confidential for any reason, however, you need to make sure that your transmissions are secure.

Other concerns related to email are spam messages and viruses. While the bulk of your communications may be internal, your employees may still receive unsolicited messages or file attachments. This can not only decrease employee productivity when the messages are personal, but may also compromise your network if a virus is accidentally downloaded. You can use a secure messaging program to guard against these risks as well as to enforce your policy regarding offensive language or personal computer use at work.

Using Secure Messaging to Send Email

Secure messaging applications allow you to scan both inbound and outbound mail. These programs can be used to encrypt messages with keys so that only the intended recipient can open the email or attachments. It is best to use this feature if you are sending any files or information that should not be disclosed to unauthorized individuals.

You need to make sure, however, that your recipient has the key to open the email. This is usually a string of characters serving as a password. If you make the mistake of including the key in the email message itself, it will be of no use to the individual. The best way to use this feature is to call the intended recipient and tell him the key over the phone so that you do not need to send an unprotected email with it written down.

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