Secure and responsible email is key to safeguarding data, writes Anita Mavridis, VP of Product at Zivver, which offers eSignatures.
Communication is digital. Almost all interactions businesses have with customers, colleagues and partners comes via digital channels. Email might sound old hat, but only because it is now so finely engrained into every aspect of our communications ecosystem that it barely warrants mentioning. We donโt talk about emails because emails are the conversation. As of 2024, more than 33 per cent of marketers still employ emails, with 87 per cent planning to maintain or increase their investment in the channel in 2025. Email is also the preferred communication channel for billions of employees, and HubSpot predicts that email usage among colleagues will continue to grow by at least 2.4pc annually for the next few years. Thatโs not to mention the 4.2 billion people worldwide who use email every day โ more than half the worldโs population โ to share ideas, engage with brands, sign contracts, and organise their lives.
Email as a channel is so prolific, and so vital to our lives and businesses, that the consequences of using it flippantly or without due consideration can be severe. Incidents like the widely reported breaches of the Police Service of Northern Ireland (PSNI) and the UK Electoral Commission on the same day last year, along with the rise in email-related security incidents, highlight the urgent need for robust email security measures and responsible use of the channel. In some cases, companies have even had to terminate employees over unintended email security breaches, either due to lack of training, poor implementation of email software, or because the channel itself was exposed and vulnerable to cyberattacks.
The risks of poor email communication
Email, like any other technology, is a tool. How we choose to use that tool has consequences. The PSNI breach referenced above involved the accidental exposure of sensitive personal data of all serving police officers and civilian staff, including names and roles, due to an email error. The breach occurred when an email containing sensitive information was mistakenly sent to the public. The error involved attaching a spreadsheet with the personal details of over 10,000 officers and staff, which was inadvertently included in a response to a routine Freedom of Information request. This mistake could potentially result in a ยฃ750,000 fine for the organisation.
In recent years, a significant number of employees have faced termination due to email security breaches, highlighting the growing concerns over cyber threats in the workplace. The primary causes of these breaches include phishing attacks and human error, which continue to be major vulnerabilities for organizations.
While many email incidents, including those referenced, are largely down to human error, technology still has a vital role to play in setting up guardrails and frameworks to help us use the channel more effectively and responsibly. One of the most helpful strategies is to implement encryption as a standard for all email communications containing sensitive data, ensuring that information is protected from unauthorised access. Utilising secure email platforms that offer advanced encryption can significantly reduce the likelihood of data breaches. Additionally, organisations should enforce multifactor authentication (MFA) to add an extra layer of security, making it more difficult for cybercriminals to gain access to emails.
Employee education is equally crucial in maintaining robust email security. Organisations have seen great success in introducing in-the-moment support; with alerts to the presence of sensitive data in emails and their attachments, or notifications to potential mistakes, such as incorrect recipients. Whereas training in its traditional form (i.e. compulsory training delivered annually) often sees employees forget best practice within a few weeks, integrating training into workflows can help build a security-first culture.
In addition, implementing strict policies for handling sensitive information and conducting periodic security audits can also help identify and address vulnerabilities. By fostering a culture of security awareness and ensuring that all employees are well-versed in best practices, organisations can significantly reduce the risk of email-related security incidents.
The role of digital signatures
Digital signatures offer a secure and reliable method for authenticating the identity of signers and ensuring the integrity of documents. Unlike traditional handwritten signatures, digital signatures utilise cryptographic techniques to bind a signer’s identity to a document, making it virtually impossible to alter the signed content without detection. This provides a robust layer of security, ensuring that documents are both authentic and unaltered. The benefits of digital signatures extend beyond security; they also streamline workflows, reduce paper usage, and expedite document processing, which is particularly beneficial in a fast-paced business environment.
The EUโs General Data Protection Regulation (GDPR) mandates that businesses protect personal data and ensure the privacy and security of EU citizens’ information. Digital signatures meet these requirements by providing verifiable proof of consent and ensuring that signed documents remain tamper-proof. They also facilitate audit trails, making it easier for organisations to demonstrate compliance with regulatory standards. By integrating digital signatures into their processes, companies can not only enhance security but also ensure adherence to legal obligations.
Securing email communication is essential to protecting sensitive information and maintaining organizational integrity. While no single solution can address all vulnerabilities, a combination of robust encryption, employee training, and advanced technologies like digital signatures can significantly mitigate risks for every user. As cyber threats continue to evolve, and email becomes further enmeshed in our professional and personal lives, embracing these comprehensive security practices will become increasingly critical to safeguarding our data.
