Email is now the de facto way to transfer information quickly, efficiently and cost-effectively. It’s an easy and instantaneous alternative to traffic jams, delays in postal delivery interruptions to fax machines, and busy phone lines. The ease of email may obscure its inherent risks when it comes to sharing sensitive documents.

Once your sensitive data is removed from your server you are in no way in control over where it goes or who has access to it. Even even if your email is encrypted, providing an additional layer of security, it will not safeguard you from “man in the middle” attacks.

The most effective solution is to employ an outside company that is specialized in secure document exchange, which will ensure that your customers’ private documents are not in the improper hands. Utilizing a secure platform for document exchange allows you to monitor who has access to and edits your customer’s information.

If you are required to email sensitive information, an NDA that is helpful can help you manage the risks. Limit the number of identifiable items you send to the minimum amount required to complete your task and avoid including them repeatedly. Make use of a password-protected file instead of attaching it to an email or putting the wording “confidentiality” in your emails. Whatever method you decide to use ensure that you clearly state your expectations for the recipients of confidential information in your NDAs.