Emailing sensitive documents to clients without email encryption leaves businesses at risk of being victimized by hackers who intercept emails to steal data and commit crimes like identity theft or identity fraud. Many email service providers use encryption to secure the transmission of messages between the sender and the recipient's email services, ensuring attackers cannot intercept the emails while they are in transit.
Email encryption prevents messages from being read by unauthorized or unintended individuals by converting them into an unreadable or indecipherable format. Only the recipient can decode the email.
Why is email encryption important?
Transitioning to a digital-first world means more businesses rely on technology to carry out mission-critical operations. Due to their convenience and speed, emails have replaced the postal service. However, emails can potentially result in data breaches when sent without encryption. Cybercriminals can intercept messages and steal data without needing to decrypt them as they travel over the network.
Email encryption guarantees only the intended recipient can open the email, keeping cybercriminals from obtaining valuable information they leverage for monetary gain. It protects organizational data and keeps businesses compliant with legal and industry regulations.
How It Works: Exploring the Features of Encyro
Many encrypted email services complicate the setup and require multiple email-server configurations. Encyro makes it easy to send and receive encrypted emails since there's no need to set up encryption keys, security certifications, or install a software program.
All messages and attachments are sent securely, even if the recipient is not an existing Encyro user. Recipients receive a link via email that directs them to the message in their existing account or if the recipient does not have an account, on a temporary secure webpage. The links for messages sent to non-Encyro users expire to ensure email security. Admins and other account owners can change the expiry duration to give clients more or less time to respond.
Encyro also has a solution for businesses that handle multiple clients seeking to eliminate the hassle of sending client invitations and setting up accounts through an upload page, a place for secure file sharing. Clients can upload any document; it stays organized by contact upon reaching the inbox, which simplifies document management.
The upload page speeds up the communication between the client and the business by removing account sign-ups and password recalls from the equation. It can also showcase the company branding with a displayed logo and matching colors to present a professional image to clients.
The email encryption service is also accessible via mobile devices. Users don't need to scan documents and transfer them to a computer. They can send files on the go or forward attachments without downloading them.
Encyro encrypts the messages and attachments on the user's device so they never travel across network channels without encryption. The data is also stored on multiple servers for extra reliability in case of hardware issues, server failures, and other major disasters. This feature is available in all membership tiers, including free accounts.
According to recent statistics, approximately 150,000 emails are sent every minute, leading to a pile-up of messages in inboxes over time. Encyro, besides storing data in multi-location data centers, provides ample storage space for all shared client files except for videos. With other low-quality email providers, storage is a problem that large-scale organizations constantly face. Encyro solves this problem by encrypting the files and removing them from the email pathway, which creates room for larger file sizes.
Encyro also provides Gmail encryption. It works as an add-on for the email platform, so users can benefit from its multiple layers of security for reading and responding to incoming messages. They can also request electronic signatures directly from the platform. The email encryption service is also compatible with Microsoft Outlook via the free add-in for Outlook.
Encyro offers free tamper verification to check if electronically signed documents have been compromised. The signed file includes a URL so users can check the file for tampering. Valid documents show a green checkmark when viewed on the Adobe Acrobat Reader.
The email encryption service also gives enhanced access controls for user access management. This feature protects sensitive documents sent for signatures from being tampered with through a specific login type or automated access codes by SMS, ensuring only the recipient/s can view and sign the documents. It makes the service IRS 8879 and 8878 compatible. They can easily sign on their computer by scanning a QR code and drawing their electronic signatures on their phone.
Businesses can select if only typed signatures are allowed, or only hand-drawn signatures are applicable. This feature provides an extra layer of security to protect them from people who can forge signatures. In addition, Encyro also offers dynamic file templates that let businesses reuse e-signature boxes and settings for new files to remove the hassle of creating new documents like onboarding letters or invoices. They can also remove electronic signatures when necessary, especially when the clients are not present or available in person.
Pros & Cons
Pros
Ease of use
Mobile-friendly
No password requirement for clients
Unlimited storage for emails
Automatic organization of files
Cost-efficient
Tamper verification
IRS 8879 compatible
Cons
Setting up permissions for multiple users can be complicated
Conclusion
Using Encyro takes little to no effort, as the service automatically handles email encryption to maintain the confidentiality of business communications. It gives businesses the reassurance and convenience to send and receive documents and other files without fear of anyone intercepting them in transit. Plus, all files received via the upload page are organized automatically by contact, which lessens the admin work of handling multiple clients.
Encyro also excels at requesting electronic signatures securely through knowledge-based authentication or automated access codes via SMS. It also gives clients a fast way to sign documents through hand-drawn signatures. It meets the IRS requirements for Forms 8879 and 8878.
Priced at $9.99/month, Encyro takes care of businesses' email security concerns through multiple layers of security. Data is backed up at various data centers, and encryption is enforced on all network connections.
