While most businesses only use secure email for meeting legal and regulatory requirements, such as HIPAA, FINRA and GLBA (See my article “The Case for Secure Email” for more specific details on the associated laws), you might consider using email encryption for other uses. For example, meeting the non-repudiation requirement of receipt of an email by a person. By being able to prove when an email was received and opened by a recipient, you’re capable of legally documenting the receipt of that email by a specific person.
Other uses would include:
Human Resources
a. Sharing demographic data with insurance companies.
b. Meeting COBRA requirements for documentation when exit-documentation is sent to ex-employees.
c. Sharing employee performance reviews.
d. Documentation for employee documents that require certification of receipt and review by an employee (new company policies or procedures for example).
Legal
a. Any correspondence with a lawyer.
b. Sending tax information to your accountant or lawyer.
Marketing
a. Documentation of receipt of annual reports & prospectuses by investors.
b. Sharing of confidential marketing materials with outside entities.
Board Of Directors Meetings
a. Sending pre-meeting notes, previous meetings minutes and the meeting agenda to board members.
b. Documentation of board decisions and voting history.
General Inter-Company Correspondence
Secure Briefcase
b. Keep electronic copies of your tax returns and other financial information for quick and easy access to send to banks and mortgage companies
While secure email is important to meet the legal requirements to protect privileged information, it is even more crucial to protect you, your family, your employees, and your clients from identity theft.
Peter Schaub
NeoCertified – President & CEO
