Encryption

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What is DKIM for DataMotion SecureMail? 768 303 Alex Mushkin

What is DKIM for DataMotion SecureMail?

As of November 13, 2019, DataMotion SecureMail and SecureMail Gateway support DKIM so outgoing email messages sent via SMTP are delivered to intended recipients and not rejected or quarantined by anti-spam and anti-spoofing protection measures deployed on recipients’ mail servers. SPF and DMARC are also supported, and defined below.

DKIM, or ‘DomainKeys Identified Mail’ is an internet standard email authentication method designed to combat email spoofing. It allows receiving SMTP servers to check whether an email which came from a specific domain (@xyz.com) was in fact authorized by the owner of that domain. DKIM involves signing each outgoing email message with a private key linked to the sender’s domain name. The recipient system verifies the digital signature by looking up the associated public key published in DNS. Put simply, the DKIM signer uses the private key and the DKIM verifier uses the corresponding public key.  In order for it to work, the sending SMTP servers must insert DKIM-Signature email header fields on outgoing email messages. The owner of the sending domain must also create a DKIMDNS TXT public record.

As stated in the IETF (Internet Engineering Task Force) RFC 6376:

“DomainKeys Identified Mail (DKIM) permits a person, role, or organization that owns the signing domain to claim some responsibility for a message by associating the domain with the message. This can be an author’s organization, an operational relay, or one of their agents. DKIM separates the question of the identity of the Signer of the message from the purported author of the message. Assertion of responsibility is validated through a cryptographic signature and by querying the Signer’s domain directly to retrieve the appropriate public key. Message transit from author to recipient is through relays that typically make no substantive change to the message content and thus preserve the DKIM signature.”

SPF is an email authentication method which is also supported, to combat email spoofing. It allows receiving SMTP servers to check whether an email which came from a specific domain was in fact from an IP address authorized by the owner of that domain. The owner of the domain must create an SPF DNS TXT record. The sending SMTP servers do not need to do additional work for SPF.

DMARC is an email authentication protocol (set of rules) to combat email spoofing, also supported by SecureMail. It allows receiving SMTP servers to authenticate based upon instructions published by the owner of a specific domain. The owner of the domain must create a DMARC DNS TXT record which specifies which email authentication methods (DKIM, SPF, or both) are supported for that domain. The sending SMTP servers do not need to do additional work for DMARC.

For information on enabling DKIM, SPF and /or DMARC, please visit our knowledge base, or contact support.

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Email Encryption: A Solution or a Feature? 600 237 Bob Janacek

Email Encryption: A Solution or a Feature?

Email encryption is a security measure for safeguarding the content of email messages from unauthorized access. It uses algorithms to encode the message, making it unreadable to anyone without the appropriate decryption key. Overall, email encryption ensures the privacy and security of sensitive information during transmission.

Since its inception, email encryption has served as an optional feature amid user interfaces. Now, choosing email encryption application programming interfaces (APIs) is by far the better option for businesses across industries.

How Email Encryption Works

Email encryption typically involves two main components — encryption and decryption.

When an email is sent, the sender’s email client or server encrypts the message using encryption algorithms, transforming it into ciphertext. This ciphertext is transmitted to the recipient. To decrypt the message, the recipient’s email client or server uses the decryption key to convert the cipher text back into plain text. This process ensures only authorized parties with the correct key can read the message.

There are two types of email encryption:

  • Symmetric-key encryption: In this method, the same key is used to encrypt and decrypt the message.
  • Public-key encryption: This approach uses both a public and a private key. The public key is transparent, and the private key is kept secret. The public key encrypts the message, while the private key decrypts the message.

Email encryption often involves using both methods. For example, a user’s public key is used to encrypt a randomly generated symmetric key, which is used to encrypt the message.

The Transformation of Email Encryption

In the ever-evolving landscape of digital communication, email encryption has undergone a noteworthy transformation, shifting from being a standalone product to becoming an integrated feature within email platforms. Email encryption has long been an additional service that complements most email services and UIs — think of Microsoft Exchange and Outlook as prime examples. Virtually all email encryption solutions work with the Microsoft email server and client, even after it eventually migrated to the cloud as part of Office 365.

Microsoft introduced its own email encryption solution, Office Message Encryption, as an option and integrated feature of Office 365 in 2014. This feature has been improved since its introduction, and while it still has some limitations, it’s become a go-to solution for many users like HR and legal departments. Its compatibility, effectiveness and ease of use have made it a top choice, eliminating the need for additional specialized vendors (DataMotion included).

Additionally, major email service providers like Gmail have taken steps to make email encryption more accessible. They’ve implemented encryption techniques like TLS as a default option, enhancing the security of email traffic originating from their services. This approach represents a move toward making email encryption a standard feature rather than an optional, third-party overlay.

How Has Email Encryption Been Used as a Feature?

By integrating encryption into email platforms, sensitive information is shielded from prying eyes, ensuring only intended recipients can access the content. This safeguards sensitive data, like financial information, personal details and proprietary business communications.

Email encryption’s convenience factor can’t be overstated. As a feature, it streamlines the communication process. Users can enjoy an integrated security solution, simplifying their experience. This integration also reduces human error in implementing encryption, as it becomes an automatic part of the email system.

For organizations, this feature helps meet regulatory compliance requirements, a critical consideration across industries. It fosters trust among customers and partners, as they know their communications are secure. In a world where data breaches and privacy concerns are paramount, email encryption is an essential component of modern digital communication.

As noted, most email encryption solutions are already integrated well with Outlook and Exchange, which in effect makes them a plug-in toolbar button feature of Outlook, invoked with a click.

Email Encryption, CRM, Contact Centers and Mobile Apps

In fact, where email encryption matters most — in high-volume business processes handling regulated information — Outlook, or any webmail interface for that matter, is not the best place to send and receive messages and files.

CRMs, contact centers, practice management software, electronic health record systems, and custom database applications are the applications that often house the data and track the interactions with customers, partners or patients.

Shouldn’t email encryption be a standard feature of those solutions? For situations where the customer, client or patient needs to initiate an inquiry, shouldn’t a secure email channel be a feature easily accessible to them through customer-facing interfaces and apps such as websites, portals and mobile apps?

Enter Email Encryption as a Service

Email encryption application programming interfaces are tools that facilitate the integration of encryption functionality into email systems. They work by providing a set of functions or commands that developers can use to incorporate encryption features into their applications or email platforms. These APIs streamline the process, allowing for automated encryption and decryption, enhancing security and user experience.

While email encryption vendors can extend the existing Outlook style ‘plug-in’ model of creating applets to expose their email encryption services as a ‘toolbar button’ in popular CRM UI’s (Salesforce for instance), this approach doesn’t scale well, doesn’t always accommodate the use case at hand and doesn’t integrate into customer-facing services such as self-service portals or mobile apps. In these cases, a native solution is best, using web service email encryption APIs to provide secure messaging, file and form exchange to support high-volume applications with trusted security and verifiable compliance.

This application of email encryption APIs lends itself best to health care, financial services, insurance and government applications at enterprise scale. These organizations are best positioned to migrate off standalone email encryption solutions and leverage the benefits of email encryption as a feature through the use of APIs.

Benefits of Choosing an Email Encryption API

Email encryption is a critical component of modern communication. With technology advancing every day, organizations need a way to ensure the privacy and security of sensitive information exchanged through electronic mail.

When implementing email encryption, many businesses and developers are increasingly turning to APIs to enhance their email security. Approaching encryption as a service offers several significant benefits beyond the standard ones given by basic encryption features:

  1. Customization: Email encryption APIs provide the flexibility to tailor encryption solutions to specific needs. This customization is invaluable for businesses with unique security requirements or those operating in regulated industries. API integration allows you to create encryption protocols that align with specific compliance standards, providing peace of mind for senders and recipients.
  2. Seamless integration: APIs are designed to seamlessly integrate with existing email systems, making the adoption process straightforward and minimally disruptive. This means organizations don’t have to undergo significant overhauls of their current email infrastructure to complement robust encryption. This transition is smoother, reducing the learning curve for employees and minimizing potential workflow disruptions.
  3. Automated encryption: APIs can automate the encryption and decryption process, reducing the risk of human error. Automation is particularly valuable in high-volume environments where manual encryption could be time-consuming and error-prone. Automation ensures all outgoing emails containing sensitive information are consistently protected.
  4. Enhanced user experience: Email encryption APIs provide a more user-friendly experience. Recipients don’t need to install additional software or use separate decryption tools. This enhances the overall communication experience, fostering trust and cooperation among users who expect their sensitive information to be protected effortlessly.
  5. Scalability: As businesses grow, their email encryption needs may evolve. APIs offer scalability, allowing organizations to adapt to changing requirements. This means companies can easily accommodate increased email traffic and ensure that encryption remains a robust and effective security measure.
  6. Platform-agnostic: Email encryption APIs are platform-agnostic and can work with various email providers. This provides enhanced control with specialized encryption services.

Email Encryption APIs for Mid-Market Solution Providers

Email encryption APIs can benefit organizations outside of large enterprises. Integrating this feature into platforms across industries can deliver excellent security benefits.

Digital banking platforms, digital insurance platforms, electronic health record systems, chronic care management systems and practice management systems can all benefit from a robust, secure messaging and file exchange feature. Email encryption APIs provide an accessible way to send and receive messages and files through a toolbar feature within these applications’ UI, making it a versatile solution for a wide range of mid-market solution providers.

What to Look for in an Email Encryption API

When evaluating email encryption API options, you want to ensure your chosen solution meets your organization’s security and functionality needs. Here are some essential features to look for:

  • Robust encryption algorithms: Ensure the API supports strong encryption algorithms, like AES and RSA, to provide comprehensive protection for email content.
  • Ease of integration: Look for an API that is easy to integrate with your existing email system or application. It should offer clear documentation and support for various programming languages.
  • Automated key management: Effective key management is essential. The API should provide tools for generating, storing and securely managing encryption keys. The ability to rotate keys regularly is also vital for long-term security.
  • End-to-end encryption: The API should support end-to-end encryption, ensuring email content remains encrypted from the sender to the recipient, with decryption only happening at the recipient’s end.
  • Compliance and certifications: Check if the API complies with industry regulations and standards. Look for certifications and audits that demonstrate its commitment to security and compliance.
  • User-friendly experience: A user-friendly API is crucial, especially for email encryption in customer-facing applications. Consider features like a simple user interface, support for mobile devices and user-friendly error handling.
  • Customization and scalability: You want the ability to customize encryption settings, key lengths and other security parameters. Additionally, ensure the API can handle your organization’s email volume, both current and future. It should be scalable to accommodate growth without sacrificing performance.
  • Reporting and monitoring: Look into features that provide insights into email encryption activity, like message tracking, audit logs and reporting tools, to monitor the encryption’s effectiveness.
  • Cross-platform compatibility: The API should be compatible with various email clients, platforms and operating systems to ensure seamless communication across a wide range of devices and applications.

Upgrade Your Email Security with DataMotion’s Secure Message Center API

Invest in better, scalable email security with DataMotion’s secure message center API. If you’re looking for a robust, customizable and enhanced-control solution for email encryption software, trust our expert services every time.

Our API offers state-of-the-art encryption algorithms, automated key management and a user-friendly interface that makes secure messaging a breeze for you and your customers. With our commitment to certification and compliance, you can trust that your sensitive data will remain secure, meeting regulatory requirements.

Don’t compromise on email security. Reach out to us today and experience the benefits of our trusted security solutions today!

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Adding a Secure Message Center to Self-Service Portals and Apps 1024 403 Christian Grunkemeyer

Adding a Secure Message Center to Self-Service Portals and Apps

Self-service started long ago with things like the self-service gas pump (1947) and automated teller machine (1967) – primarily for economic reasons. Self-service often helps to reduce the cost of doing business, and when it comes to digital self-service – is available 24×7. But ever since the introduction of online banking and online brokerage services, the idea of “self-service” has become increasingly more important – particularly in financial services. Account holders want online access to view a balance, initiate payment transactions, buy investments or to check credit account charges – from portals and smartphone apps. A perfect self-service arrangement – convenient and efficient for both the consumer and the business. But every self-service process can reach its limit – and then customers want an equally effective communication channel to get help. That’s where a secure message center becomes a key link between efficient self-service and efficient customer service.

Infographic displaying how secure message centers work with internal users and external clients

What is a secure message center?

A secure message center adds web-mail, web-form or web-chat services natively to financial services self-service customer portals or apps so that clients can easily ask questions about their account and even share supporting files or images (receipts for a credit charge dispute, a tax return as part of a loan application process). Client messages and files are routed to responsible employees – account teams, support personnel, or contact center agents for a response. Case numbers may be assigned for tracking in ticketing systems, and response notifications are sent via email or SMS text channels to notify customers of a waiting reply. For security and regulatory compliance reasons, the message content (and any uploaded file or image attachments) must use encryption for security, and detailed logging and tracking reports which provide history and proof for compliance audits.

How is a secure message center enabled?

Enabling an efficient secure message center requires an assessment of the workflows end-to-end. What type of inquires are expected? Can they be categorized for efficient routing? What is the log-on process to use it? How should the secure message center look? What type of message features does it need? What type of file attachments do customers need to upload and share? Which employees need to respond to messages? What type of applications and user interfaces will the employees use to receive messages? There’s a litany of questions that will drive the design and requirements for the secure message center – all centered around making the communications workflow as seamless and efficient as possible.

Figure: Secure Message Center architecture

Infographic for DataMotion's SDX Platform

How should customers access a secure message center?

Secure message centers have evolved from traditional email encryption services, which provide similar security and tracking features, but generally force users to create a separate login on a separate web-portal to send or receive secure messages. By contrast, an integrated secure message center shares a financial services portal login (via SSO techniques) at a minimum, and at best – blends seamlessly into the service portal’s user interface. Taken a step further – corresponding mobile apps can be offered as an alternative to web portal access and the secure message center features and functions are replicated in the mobile app as well. Under the hood – this requires a secure messaging service that supports SSO services and exposes web service APIs for the secure messaging service functions, management and provisioning. This simplifies the addition of secure message center features in financial services self-service portals and mobile apps.

How do employees access the secure message center?

For account management and lower volume, or ‘un-categorized’ inquires – an email client such as Outlook may be most suitable. For high volume, contact center workflows, employees will often use a CRM like Salesforce Service Cloud to manage the customer database, automate and track customer interactions for support and retention – even for marketing and sales touchpoints. So, the secure message center must integrate with the backend applications and UIs that your employees use, while maintaining end-to-end message security and verifiable compliance with security policy and privacy regulations – always ‘must have’ table stakes of a secure message center design for financial services firms.

The benefits to digitally integrating and transforming your self-service customer portal

By updating your self-service customer portal and mobile apps with a secure message center, you can transform the way you and your customers/clients work together. Your customer feels enabled to easily do business with you. Your response and outreach are more complete and efficient. And, your business can often reduce costs. A win-win for everyone. This solution is a notch on the belt of “digital transformation” and how to improve the interaction between clients and your customer teams that respond to their needs.

Want to learn more about how to secure workflows in self-service customer portals? Visit us at the DataMotion Developer’s Center, financial services solutions page, or Contact Us for a consultation.

Find out the 10 questions you should ask when implementing a secure message center

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Is Encryption Enough to Protect Yourself? 1024 403 Bob Janacek

Is Encryption Enough to Protect Yourself?

With a continuing increase in cybercrime, businesses have turned to encryption to protect themselves and their data online. Recently, high-profile data breaches have added a sense of urgency for enterprises to ensure their employees are taking preventative action as part of their day-to-day business. Should businesses fail to implement procedures to safeguard the data of their enterprise and customers, they may be subject to fines, bad publicity and a lack of trust amongst customers.

To protect personally identifiable information (PII) and personal health information (PHI) while it is transmitted from one system to another, businesses often implement a secure messaging and document exchange solution. Those requiring seamless secure exchange capabilities within their workflows may integrate a solution, such as DataMotion’s secure message center to enable compliance while not compromising the user experience.

However, using encryption is not always enough to protect your business from malicious attackers. In this blog post, we’ll cover the reasons why a robust data security plan that extends beyond just encryption and other software solutions is important to keep your enterprise data safe.

Is Encryption Safe if Using a VPN?

Security services such as a Virtual Private Network (VPN) encrypt your internet connection. Some businesses believe relying on a VPN alone offers enough protection because it uses a type of encryption to encode data. While VPNs are often a crucial component of data privacy and safety, they are far from comprehensive. In fact, some countries regulate, or even ban, VPN usage, leaving businesses that operate in those areas without a VPN component entirely.

VPN encryption adds an extra layer of protection for browsing activity and sent or received files, and it’s ideal for businesses working with a distributed team or remote employees. That said, even businesses with the most robust VPN membership are still vulnerable to threats such as:

  • Malware, spyware, and viruses
  • Phishing schemes
  • Compromised files and websites
  • Unauthorized server access
  • Online hacking
  • Account mismanagement
  • Unsecured data storage
  • Data loss through natural disasters
Why Encryption Alone Won't Protect Your Enterprise Data

Encryption Alone Won’t Protect Your Enterprise Data

Your business can (and should) use encryption to protect sensitive information and confidential communications. But this should be part of a larger strategy. If a cybercriminal finds a vulnerability somewhere along the data transmission path, or by getting their hands on your data encryption keys, your encrypted enterprise data can still be hacked and your systems compromised.

Below are five reasons why encryption as a sole line of defense isn’t enough to protect your enterprise data:

1. Limited Protection

Encryption converts data into ciphertext, which usually prevents hacker access to it in the first place. Though they can try to bypass it, a high level of encryption, such as AES 256-bit, will provide a strong layer of protection that can take several years to crack. Most software (including DataMotion’s pre-built solutions and APIs) utilizes AES 256-bit encryption.

No matter how high its level, encryption alone does not prevent hacking. If hackers can’t bypass your encryption they will seek out other access points to your enterprise data. Encryption only protects whatever is encrypted, such as your internet connection, email, or files, but it does nothing to prevent you from other online threats. For example, a VPN might encrypt your internet connection, but your online accounts could still get hacked.

Email is particularly vulnerable as it can be intercepted and read. Most services, including popular ones such as Google, can’t guarantee their email is encrypted from every angle.

For example, if you are sending mail from one Gmail account to another Gmail account, great; if you’re sending it “out of network,” Google’s encryption no longer works. There are a number of solutions available to help here. Third-party services, such as those that use SafeTLS, help fully encrypt your email messages, something you won’t find included as a default in just regular old email. Other, more robust and integrable services, such as DataMotion’s secure message center, are available to build secure exchange into an enterprise’s workflows so you can easily and efficiently send sensitive data at scale.

Encryption is a roadblock for hackers, but not a door to a vault–they will simply find another way inside. It’s important to understand that using encryption is still helpful, but you’ll also need to use other methods to prevent data breaches to protect yourself online.

2. Online Threats Remain a Risk

Encryption and a VPN can protect you against malware that is injected onto your device by a hack via your internet connection, but it doesn’t safeguard against clicking on malicious hyperlinks or inadvertently leaving your accounts open to attacks. You still need to avoid visiting risky sites and downloading potentially harmful files.

In a 2021 survey, more than half of the respondents with known data encryption issues cited unencrypted cloud services as a significant part of the problem. For businesses that rely on the cloud for data storage and communication, inadequate encryption could be a costly oversight.

It’s also easy to forget that mobile devices are at risk. There are apps available to encrypt your internet connection and files, but accessing the internet on a mobile device poses the same risk it would as if you were on a regular computer.

3. Inadequate Vendor Vetting Creates Vulnerabilities

Even if you encrypt your internet connections and use caution when visiting websites and downloading files, the risk of a data breach remains. The threat may even lie with your vendors. Take the recent SolarWinds breach for example. A hacker injected malicious code into the vendor’s software update, the update was released, and once the update was deployed a hacker was able to walk right into the systems of a SolarWinds’ customer and steal their data.

Ensuring your vendors take proper precautions to protect their systems is one way to reduce the risk of this type of attack. For instance, DataMotion takes a zero-trust approach to security and uses military-grade encryption to secure your data in motion and limit access to only those people and systems who require it.  

Read more about the SolarWinds breach, as well as how to protect yourself from ransomware.

4. It Doesn't Replace Basic Net Security

Even though complete immunity from cyberattacks doesn’t exist, learning about basic net security is likely to keep you much safer compared to the average internet user. When you are aware of the risks of completing certain tasks and know how to spot subtle details, you’ll eventually be able to notice suspicious ads, websites, links, messages and scams in advance.

If you’re running a business, be sure to train your employees so they can also help prevent cyberattacks. Having your employees properly educated on internet security is especially important if they have access to customer data or any devices that contain personal information of any kind. Update training materials and have ongoing awareness plans to keep your team up to date on emerging security risks, especially any that are trending in your specific industry. While you’re at it, take the time to review your current security infrastructure. Remember that security that is complicated won’t get used. If your current security measures are difficult to navigate or disrupt workflows, employees may bypass them, even if they’re aware of the risks.

Consider installing an anti-virus program if you don’t already have one, as it will allow you to scan for malware and remove it. It would be a good idea to use other security software as well, particularly ones that serve different purposes, so you have a higher level of protection overall.

You should also make sure you keep your encryption keys safe — many businesses make the mistake of storing this information on an unsecured server, like an unencrypted cloud platform, or keeping them in the same place as sensitive data.

5. Encryption Can't Prevent Accidental Data Loss

Human error continues to play a pivotal role in data loss across industries. In fact, an IBM study found that it is a major factor in 95% of data breaches. No matter how highly-encrypted your data is, it is still susceptible to being transmitted to the wrong recipient via email, or otherwise shared via incorrect attachments or unsecured encryption keys.

Pairing encryption with other security and privacy tools, such as a content filter that detects (and then, in some cases, encrypts) sensitive information, and having a detection and escalation plan in place for accidental data misuse is most effective.

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How to Protect Your Business Against Online Threats

We’ve established why it isn’t possible to stay protected with encryption alone — so what can you do to keep your enterprise, employee, and customer data safe?

Some of the larger, common risks include data being leaked and deleted from your device and database, accounts being compromised, your device being affected by malware, and identity theft because of leaked information. A few basic ways you can keep yourself safe — other than using security software — include:

  • Develop safer online habits. Be cautious when clicking on links and ads. Before clicking, hover your mouse over the URL to see what page it really links to. Keep an eye out for subtle differences in the text and appearance of sites or emails as well, since there are a lot of ways an individual can be easily tricked into handing over personal information. And be careful what you share on social media, don’t overshare personal information that may be used in your password or security questions. Finally, avoid storing passwords on your web browser and log out of your accounts when you’re done using them.
  • Secure your accounts with strong passwords. An ideal password is a combination of numbers, uppercase and lowercase letters, and symbols. Your passwords should exclude any personal information, single words found in the dictionary, and anything that could be linked to your identity. Avoid reusing passwords—this makes it easier for hackers to access more than one of your accounts if you’re using the same password for multiple logins.
  • Use multi-factor authentication for added security. A strong password isn’t always enough. If a hacker guesses your password or steals it from another source, they will gain access to any accounts with that same password. Multi-factor authentication requires employees to complete an extra step to verify their identity after entering their password. This may include steps such as entering a one-time code sent to their email or cell phone or using an authentication app on their smartphone. Along these lines, ensure that your software vendors support multi-factor authentication so you can secure those systems as well.
  • Pay attention to news about internet security. If there is a common scam going around, you’ll likely hear about it. Set up online notifications, such as a Google Alert, to notify you whenever there is a new data breach or scam in the headlines. When a new event occurs, you’ll be notified via email right way so you can quickly take the appropriate actions to secure your systems.
Connect and Exchange Data Securely with DataMotion. Contact Us.

Connect and Exchange Data Securely with DataMotion

An encrypted connection can keep hackers out; it can also keep your email from being read if intercepted. But encryption cannot prevent human error, such as manually downloading malware—or preventing your account from being stolen by cybercriminals if you do.

There’s no doubt that encryption can be helpful in protecting your privacy and data at the very least, but a robust, multi-layered approach to security is often the best choice. Most of all, you will have to do your part to keep yourself (or your business) safe, and that means knowing what to look for and avoid.

A secure messaging platform that complies with industry standards and protects data while at rest and in transit helps mitigate the risk of a data breach while simplifying your workflow. Our suite of pre-built solutions, APIs and no-code solutions offer easy-to-use and highly secure, top-level protection without the need for encryption keys. Your team gets better visibility and control, and you get peace of mind knowing that your sensitive business and customer data is safe and secure.

Explore our industry-specific services to learn more, or contact our team of security experts to see how DataMotion services can help streamline and secure your day-to-day enterprise operations.

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Unveiling Email Vulnerabilities: Is TLS Email Encryption the Complete Answer? 1024 403 Bob Janacek

Unveiling Email Vulnerabilities: Is TLS Email Encryption the Complete Answer?

Digital information exchange is paramount, and the security of sensitive data is equally as significant. Various encryption protocols must be deployed to maintain the highest levels of security, ensuring the integrity and confidentiality of digital communications. One such essential technique is Transport Layer Security (TLS). This comprehensive discussion aims to delve into the intricate details of TLS, analyze its potential vulnerabilities, and strategize its effective utilization.

What is TLS: Understanding the Transport Layer Security (TLS) Protocol

Transport Layer Security (TLS) is a standard protocol that facilitates authentication, privacy, and data integrity in interactions between two computer applications. TLS is the most extensively used security protocol today, ideal for applications that require secure data transfer over a network, including web browsers, file transfers, VPN connections, remote desktop sessions, and VoIP. TLS is also being incorporated into modern cellular transport technologies like 5G to safeguard core network functionalities across the radio access network (RAN).

At its core, TLS is a cryptographic protocol that provides communications security over computer networks. Widely used for internet communications and online transactions, TLS aims to ensure privacy and data security between communicating applications and their users over the internet. However, it’s critical to remember that while TLS secures the communication channel, it does not inherently encrypt the payload, leaving it in plaintext and potentially exposing it to security vulnerabilities under certain conditions.

“Good Enough” Isn’t Always Good Enough

Ensure your sensitive data is delivered securely, regardless of the recipient’s endpoint. Learn more about our advanced encryption standard and secure exchange integrations today.

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TLS vs. Secure Sockets Layer (SSL)

When discussing encryption, TLS and SSL are often used interchangeably, but it’s important to understand the minute distinctions to make informed decisions regarding data security and compliance. TLS is the more modern and secure protocol. It protects data while being transferred between applications over a network. In contrast, SSL, TLS’ predecessor, was commonly used to secure web communications before the adoption of email encryption. Today, both play a crucial role in securing different parts of the email process.

When an email is sent, either TLS or SSL can encrypt the connection from the sender’s mail server to the recipient, preventing unauthorized access and interception of the email content during transmission. It’s important to understand that both TLS and SSL do not encrypt the actual email content, only the connection. To achieve end-to-end encryption, additional data protection measures are necessary, such as using a specialized secure data exchange solution, like DataMotion’s secure message center, to ensure the secure handling of sensitive information.

Opportunistic TLS: A Beneficial Yet Risky Solution

The spotlight is often cast on Opportunistic TLS, an automatic variant of TLS that aims to secure data transmission. Its allure lies in its ability to establish a secure TLS connection without requiring user intervention. This balance between usability and security is appealing but has its shortcomings. The trade-off of this intuitive approach is often the inadvertent transmission of sensitive data over public networks without encryption. Consequently, reliance on Opportunistic TLS risks non-compliance with stringent data protection regulations.

Investigating Breach Scenarios in Opportunistic TLS

The potential vulnerability of Opportunistic TLS is particularly noticeable in two common scenarios. In the first instance, when the recipient’s email system does not support TLS, Opportunistic TLS fails to establish an encrypted connection. The system falls back to unencrypted transmission, exposing sensitive data to security threats.

For instance, many major cloud email providers like Gmail and Yahoo Mail have been using TLS to secure their email connections for several years. In Gmail, you’ll recognize that a message was sent over TLS by clicking on the ‘details’ of the message. If you see “Standard (TLS)” on web or the lock icon in the Gmail app on your mobile device, you’ll know that your message was sent securely. However, for TLS to work, the receiving server must also employ TLS encryption. If your recipient does not, then Gmail will revert to unencrypted transmission, leaving your message content vulnerable to a breach.

A screenshot of gmail highlighting the "Standard encryption (TLS)" lock icon indicating that a message was sent with TLS

The second scenario arises when the recipient uses a cloud-based anti-virus or anti-spam service. Despite supporting TLS for receiving emails, these services often create a false sense of security. The sender system may be under the illusion that the message has been delivered securely, while in reality it was delivered securely to the intermediary (the anti-virus or anti-spam service). However, the journey from this intermediary to the recipient’s email server often lacks TLS encryption, leading to an unencrypted transmission over public networks and a breach in compliance.

Demystifying Misconceptions Surrounding TLS and SPAM/Anti-Virus Services

Further exploration into email encryption necessitates debunking misconceptions about TLS and SPAM/Anti-Virus services. While it’s true that these services contribute to data protection, they do not guarantee comprehensive security. A decisive factor in securing data is ensuring the secure transfer of messages via a TLS-enabled connection. A potential security gap can emerge when this level of protection is absent, opening the door to possible data breaches.

Moreover, assuming that all replies to messages received over a TLS connection are inherently secure is erroneous. The validity of this assumption hinges on whether the recipient’s server employs TLS encryption for outgoing messages, which is contingent on the recipient’s IT policy.

Defining Robust Compliance Strategies

In the quest for data security, organizations must recognize the importance of implementing secondary protective measures alongside TLS. Mechanisms like two-factor authentication, secure portal logins with unique recipient passwords, or setting a lifespan for messages offer additional layers of protection. These protocols enhance data security and mitigate the risk of breaches, even when potential vulnerabilities exist in the recipient’s primary email account.

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Maximizing the Benefits of Secure Data Delivery Systems

Advanced secure data delivery systems like DataMotion’s secure message center offer an integrated solution to address concerns around data security. By supporting various delivery methods, including clickless SafeTLS, these platforms facilitate the safe exchange of sensitive information across a wide range of recipients while ensuring adherence to privacy regulations. Instead of falling back to unencrypted delivery, the secure message center provides end-to-end encryption for messages that cannot be sent with TLS. Additionally, by offering simple methods for recipients to securely reply to the sender, it reduces the risk of sensitive data being exchanged over an insecure channel. Implementing such systems underlines the importance of ensuring end-to-end encryption between email systems before enabling TLS.

Concluding Thoughts: Leveraging TLS and Beyond for Enhanced Data Security

Navigating the digital landscape, it becomes clear that while TLS is a powerful tool, there are more encompassing solutions for data security challenges. Its effectiveness depends largely on correct implementation, integration with existing workflows, and additional security measures in place. Organizations handling sensitive data must approach reliance on TLS or Opportunistic TLS cautiously. Implementing a comprehensive data delivery system that ensures end-to-end security can provide a challenging line of defense, ensuring that digital communications remain confidential and secure. As we continue to work to understand the continually evolving domain of data security, gaining proficiency in encryption methods like TLS and formulating robust data security strategies is critical.

Don’t compromise on your data security. Learn more about DataMotion’s comprehensive secure data exchange solutions, like our secure message center and our robust integrations, by contacting our sales team today. Subscribe to the DataMotion Newsletter to stay informed on the latest advancements in data security, industry best practices, and other thought leadership.

Updated July 28, 2023

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