What should concern you about emailing sensitive messages and files. (2024)

FAQs

When sending an email with sensitive data you should do what? ›

Use the “Bcc” (blind carbon copy) line for large numbers of recipients. This protects the email addresses of the recipients by hiding them and makes your email easier to read. Delete email and attachments when you no longer need them. Emails containing sensitive information should be deleted securely.

Use encryption: Email encryption involves encrypting message content to protect potentially sensitive information from being read by anyone other than the intended recipients.

Emails and texts can be intercepted, altered, forwarded or used without authorization or detection. Email and texts can be used as evidence in court. Emails and texts may not be secure, and therefore it is possible that confidentiality of such communications could be breached by a third party.

Keep all confidential information in a secure place. Do not leave it lying on your desk top or anywhere it can be easily accessed by unauthorized persons. It is best to keep it in a locked drawer or file cabinet. You may be asked to return all confidential information, or destroy it at the option of the owner.

Anytime sensitive data is transmitted online, such as payment information or social security numbers (SSN), encryption helps secure that data. However, it's important to note that encryption has limitations due to evolving technology like cryptographic attacks or the use of cloud storage.

Examples of information you should never send via email include: Social Security numbers. Driver's License numbers. Passport numbers.

What are 3 dangers of using email? ›

Email may be intercepted, altered, or used without detection or authorization. Email may be easier to forge than handwritten or signed papers. Email may spread computer viruses. Email delivery is not guaranteed.

Dangerous files, such as malware or viruses, can be sent through email as attachments, links, or even embedded within the body of the email. These files can compromise email security, infect systems and steal data.

Text messages may contain sensitive information, such as passwords or credit card details, making them a prime target for cybercriminals. If an attacker gains access to a user's device, they can intercept and read the text messages, compromising the information contained within them.

We all need to be mindful when sharing personal information, whether it is our own or that of others. You should not send personally identifiable information via unencrypted email. It is not a secure way to send any information and could expose you to data hacking.

Encrypting data on the device to protect against device compromise and theft. Perform regular audits of endpoints to discover threats and security issues. Monitoring for threats on the device. Setting up secure gateways that can allow remote devices to connect securely to the network.

Assess Risks Associated to Data

In order to protect data, organizations need to have a clear understanding of the data risk and allocate budgets & resources for risk mitigation activities accordingly. The more sensitive the data is, the higher the risk of harm will be.

Use strong passwords and multi-factor authentication

Make sure you use strong passwords on smartphones, laptops, tablets, email accounts and any other devices or accounts where personal information is stored.

Data encryption is another common method of ensuring confidentiality. User IDs and passwords constitute a standard procedure; two-factor authentication (2FA) is becoming the norm. Other options include Biometric verification and security tokens, key fobs or soft tokens.

Why is it important to protect the confidentiality of your sensitive information? ›

Confidentiality is important because:

It prevents misuse of confidential information (illegal or immoral use). It protects reputation. Employment may depend on it (e.g. non-disclosure agreement). It ensures compliance with the law.

____________ is the method for keeping sensitive information in email communication & accounts secure against unofficial access, loss, or compromise. Explanation: Email security is the method for keeping sensitive information in email communication & accounts secure against unofficial access, loss, or compromise.

Use e-mail only for routine office communication: Never send sensitive information as e-mail.

Email attachments can be a convenient way to share files, but they also come with certain risks. One of the most common dangers is the potential for viruses and other malware to be embedded in attachments. When these files are opened, the malware can infect the computer and spread to other devices on the network.

File sharing can enable bad actors to install or bundle viruses, worms, spyware, Trojan Horses or other malicious code into files. This is somewhat more common in peer-to-peer (P2P) networks, where it is more difficult to verify if the source of a file is trustworthy, but the risk can still penetrate organizations.

What are the risks of communicating sensitive information via email and SMS? ›

Emails and texts can be intercepted, altered, forwarded or used without authorization or detection. Email and texts can be used as evidence in court.

If an email is sent without encryption and accidentally sent to the wrong recipient, an unauthorised individual may read the content. For this reason, such a mistake constitutes a data breach. Threat actors may also intercept email communications or enter email accounts illegally.

Unencrypted text messages can be read by mobile carriers, government authorities, and hackers. This means any sensitive information shared over text could be exposed. The wrong recipient could read your message. If you accidentally send a text message to the wrong number, that person will be able to read the message.

Warn the recipient that the email contains confidential information so that they only open the document in a secure environment - you can do this by putting the word "CONFIDENTIAL" either in the email header or the attachment's file name.

The safest way to send a document via email is by using encryption. This can be done by encrypting individual emails as well as email attachments. However, an easier way is to use electronic signature software, such as Signaturely.

Tips for managing sensitive data

Any sensitive data stored on a portable or personable device should be password or passcode protected and securely encrypted. This includes data held on USBs, external hard drives, laptops, desktop computers, smart phones, tablets and external servers.

Sensitive data, or sensitive information, should not be changed in transit and should not be able to be altered by unauthorized people (for example when a data breach happens). Examples of integrity countermeasures: File permissions. User access controls.

What are precautions you can take with emails and attachments? ›

Data Owner

The owner is responsible for ensuring that appropriate steps are taken to protect data and for the implementation of policies, guidelines and memorandums of understanding that define the appropriate use of the data.