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Email encryption & cloud: 5 tips for secure information sharing (SIS)

Businesses and organizations are increasingly using cloud services – as they should. The cloud enables us to work independently of time and location. However, in terms of information security, it is problematic when all information is processed in the cloud.

Here are my five tips for combining cloud services and encryption solutions to ensure secure information sharing in your organization.

1. Separate encryption makes cloud use more secure
The old principle of distributing information security controls in multiple locations is still a good and functional solution. In this way, the use of cloud services also becomes more secure.

I recommend, for example, using a separate email encryption solution for secure email communication. The most valuable messages, at least, should be placed in their own location. The right email encryption solution ensures operational efficiency – with no separate software installations or new email accounts needed.

2. Email encryption is possible in various environments
Email encryption services must be easy to use, and they must work in the most common email environments.
This is exactly what we at Deltagon (SSH) concentrated on when developing our email encryption solution. When using our solution, an encrypted email can be sent by simply adding ‘.s’ to the end of the recipient’s email address. Our Secure Mail solution also works in the most common email applications, and no separate software installation is needed.

3. An ordinary email is as secure as a postcard
Businesses need email encryption because using an ordinary email is as secure as sending the information on a postcard. It may go through the mailing process without any information leaks, but just like the postcard, an email offers no guarantee of information security. Therefore, it is not advisable to send critical information using either of these methods.

A good email encryption service should offer various levels of security that align with data categorization. For example, in our Secure Mail, you can select the degree of encryption based on four security levels – ranging from simple email tracking to secure delivery of government classified materials.

4. Encrypted email is a part of secure information sharing
In digital communication, it is important to ensure secure sharing of information comprehensively. In addition to email, for example, the information security of digital forms, documents, or signatures should be considered.

Deltagon (SSH) provides straightforward solutions for electronic forms, confidential file sharing, as well as digital signatures. Additionally, our services support one another and make up an easy-to-use and secure package, Deltagon Suite.

5. Building information security starts with categorizing your own information
It is not a good idea for an organization to encrypt and process all information in the same way. Most emails do not need to be encrypted. However, it is important to understand that information which needs to be encrypted should be handled consistently throughout the whole organization, from customer service to management.

When developing information security protocols, it is important to understand which of the information within the company must be processed with special care.

There is no need to do this kind of information management planning on your own. It is much better to get an expert in the field to do it for you instead. For example, our professional services can help you find a suitable expert to support you. We also have more than 50 partners who deliver our solutions to various organizations of different sizes.

Learn more about comprehensive data protection and securing business communications in our Essential Guide to Securing Critical Business Communications and Data Sharing

Miikka Sainio
Chief Technology Officer (CTO) at SSH