What is Email Encryption?                 

Email encryption is the process of transforming data into a form in which meaning cannot be determined without the use of a confidential process or key. Email encryption allows users to communicate securely via email by converting sensitive information into code and protecting it from being intercepted by a third-party. This process typically involves using some form of algorithm (cipher) to perform the encryption and decryption by an authenticated body.

Merely password-protecting an email is insufficient. Password protection does not encrypt the sensitive data and passwords are often easy to determine with minimal effort.

Proper email security uses 128-bit encryption technology, as a minimum, to encrypt emails and email attachments that may contain personal or confidential information. The encryption technology comprises public and private keys to provide privacy, authentication, integrity and non-repudiation through a secure portal. The client does not need specific software to open and read a message, or to securely reply to the message. Good encryption technology works with any email client or web email application.

The Need for Email Encryption

Different organizations require different methods of protecting their data. Your organization is subject to federal or state data privacy laws that require you to encrypt any data containing personal information leaving your organization. Personal information includes a name along with a Social Security number, a driver's license ID number, a credit card number (with or without a PIN) or other financial account number. In addition, many businesses have a legitimate need to encrypt other types of data that contain sensitive information, such as legal documents, estate planning documents, intellectual property, spreadsheets and other financial documents.

Good Business Practices

A detailed and well-implemented information security program, including the use of email encryption, is the best protection for personal information. The cost of remediation when personal information is lost far exceeds the cost of data loss prevention.

The Information Security Officer shall have the responsibility and authority to develop, implement, and enforce the the use of email encryption within the firm. The Information Security Officer shall have competence and knowledge of the technical aspects of data transmission, computer networks and cryptography, or be assisted by competent staff or outside consultants who have such knowledge.

Securing Your Emails

ProTracker Software recommends ZixEncryption, a market leader providing secure email encryption. Their ZixMail product is a desktop email encryption solution that provides individuals with the necessary level of security. It’s an easy-to-use service that enables users to encrypt and decrypt emails and their attachments with a single click.

Encrypted messages are delivered using your existing email address. A single license permits you to securely email to all your clients. The encryption process  provides time stamping and authentication for irrefutable proof of delivery and receipt. If multiple people in your office need to send secure emails to clients, purchase multiple licenses.

Email Encryption Discount

To receive a $20 discount on each license, go to ZixEncryption.com and click on Add to Cart. Enter the number of licenses that you need and proceed to checkout. Enter “PROTRACKER” in the Comments field to obtain the discounted price of $95 per email address per year.  You will need one ZixMail license for each originator of secure emails in your office.