5 Ways To Secure Business E-Mails And File Transfers

Sharing files is a part of any business, whether big or small. In the past, the transfer of documents was limited only through physical documents. But with the internet today, along with the advancements in technology like the cloud and advanced smartphone features, there’s an ease with sending files transfer online. In a matter of seconds, the receiver gets your correspondence, and these can be adhered to right away.

But this convenience doesn’t come at a price. There’s no denying that this reliance on cloud-based file transfer methods and business emails is also risky. Cyber security is a problem, with the high chances of files getting corrupted and hacked for data breaches and identity theft. So, the more your business uses emails and other cloud-based file transfer methods, the higher the need for you to ensure that the business communication stays safe.

With that in mind, you can secure your business e-mails, file transfers, and other digital transactions through these tips:

1. Take Action Proactively

One of the common mistakes committed by businesses today in terms of their data security and file transfers is that they only take action when the problem is already there. This practice is wrong as you can always take the proactive approach of solving a problem before it even arises. If you have access to cyber security services or agencies where you’re from, hire them. It may cost extra for your business to maintain those experts, but when the exchange is your business’s data security, it’s always going to be worth it.

The reason for this is that cyber security agencies are well-versed with the ins and outs of cyber security. This means they know exactly what to do to keep your business safe. It takes the guesswork out of the equation if you were to do all of the security facets by yourself and you’re untrained in cyber security.

2. Use Strong Passwords

Using strong passwords may seem like being repeated too frequently, but that’s for a very good reason. One simply can’t underscore the importance of a strong password. And as basic as this may seem, there are still many establishments that are lenient about this, thinking there’s no need for it.

It’s not worth risking to have an easy password for the sake of not forgetting what your passwords are. When the software recommends that you use a mix of big letters, small letters, and numbers, follow that tip religiously. If you find it hard to memorize all your passwords, never write them down on the employees’ desks or in public areas. Rather, it’s wiser to implement a password management system where all of the passwords are kept and stored securely.

Along with keeping strong passwords, here are other tips you should also apply:

  • Change all your passwords monthly or quarterly.
  • Change your passwords every time an employee who had access to it resigns.
  • Disable all computer email, passwords, and work accounts of employees once they leave the organization.
  • Enable a two-factor authentication system in all your computers, cloud software, and emails whenever someone tries to log in.

3. Attend Security Awareness Training Regularly

The advancements in technology also mean there’ll be new facets of cyber security. Because technology is fast-paced, it’s not surprising that one security trend that may have still been effective a few months back is no longer relevant today.

This is where the need for organizations to invest in security training comes in. Employees can be more equipped and prepared to manage information security risks when they’re consistently trained on that matter. This means whenever employees send messages and files online or through cloud software, they know how to handle any sensitive data that may be present.

This awareness training also relates to all employees being informed on how to handle sensitive data and information as well as what the risks are if the information is mishandled. This gives everyone in the workplace a uniform understanding of what can and can’t be shared outside of the organization.

4. Choose A Business-Grade System

A business-grade security system will naturally have more layers of protection than an ordinary, consumer-grade security and file-sharing system would. This is because it’s expected that business-grade software or systems will go through many more transactions in a day than a consumer-grade system would. So, while it may seem cost-efficient when you use an ordinary, consumer-grade business system for your transactions, it’s actually hurting your security in the long run when you skimp on the supposed layers of protection.

For example, with consumer-grade security systems, you can be more susceptible to data leaks and other security breaches. It also makes the discovery of compliance statements difficult. A good business-grade security service will have features like compliance and e-discovery, security controls, and access controls.

5. Use Encryption

Emails that aren’t encrypted continue to be vulnerable to serious data breaches and phishing attacks. Data encryption is a straightforward process that any of your employees can do, for as long as they’re trained enough to do it.

Teach your employees to use an encrypted .ZIP file and share each password separately only to the recipient for every email or file. Do this practice whenever there’s any sensitive information shared via emails. This encryption process provides an added layer of protection to email correspondence such that hackers are stopped from gaining unauthorized access to the files’ contents.


To avoid the issues associated with software, emails, cloud-based information, and file-sharing methods, cyber security agencies and experts recommend businesses to always be on their guard. The tips above are a no-fail to heighten an organization’s safety and security.

The risk of threats is always lurking around the corner. But if you’re on top of your cyber security, you can evade those threats and keep your business correspondence safe all the time. For starters and with the help of trusted cyber security agencies in your area, your business can’t go wrong with the strategies above. Consider the ideas mentioned here as you secure your business e-mails and file transfer.


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