Email is not a very secure platform, and is one of the first systems that is compromised when a company’s data security is breached. In addition, email is subject to simple human error, and was never designed with today’s modern security, governance, and compliance requirements in mind. And yet, email is still how most businesses communicate, transmit files, and do most of their business, and that’s because convincing organizations to adopt new technology, which involves training their entire workforce to unlearn old behaviors and use the new systems and processes consistently, is a massive challenge. Old habits die hard, and sending files as email attachments is one of the oldest.
That said, modern cloud storage services Box and Google Drive offer incredibly powerful security, compliance, and governance features that, IF effectively implemented, can dramatically increase a company’s data security and reduce their cost of operation… Enter Mail2Cloud, a powerful administratively controlled integration between a company’s existing email system and their choice of cloud storage services that makes adoption of that service automatic, requiring no employee behavior change at all (they still send files via email), and yet still providing those powerful security, compliance, and governance related benefits.
How does it work?
Quite simply! After Mail2Cloud is installed into your domain’s email flow, it automatically takes any attachment sent or received, puts it in the appropriate (dynamically assigned) cloud storage folder, and replaces the attachment with the appropriate link. In other words, without trying, every file is removed from the email system and stored in your cloud.
How does a Mail2Cloud implementation augment email and data security?
Authenticated links (NEW FEATURE RELEASE)
Set Mail2Cloud rules that, when applied, automatically set the sharing permissions for the cloud links to just the intended recipient(s). That means that if that email gets forwarded to someone else who shouldn’t have received it, they won’t automatically have access to the attachment. When this feature is combined with the “no download” feature (see below), this means that there is no way for that user to share that important or confidential file with anyone else.
Internal only (NEW FEATURE RELEASE)
Files shared via internal email rules (from me to someone else in my company) can be set to “internal only”, which means that they can be shared within the company, but cannot be accessed by anyone OUTSIDE of the organization should they accidentally be “leaked”.
Prevent file downloads (NEW FEATURE RELEASE)
This very high level of security can also be mandated, preventing any files sent from actually being downloaded by the recipient. Instead, that file can only be viewed through the cloud storage provider’s web or mobile preview engine.
Attachments automatically made HIPAA / FERPA / FINRA / SEC compliant
Regulations like HIPAA, FINRA, FERPA and their like all prevent certain types of files and information from being sent via standard email attachment, which can place many companies at risk. Often employees are not fully aware of those regulations, or simple mistakes can be made. Mail2Cloud, combined with a compliant storage solution (like Box or Google Drive), can guarantee compliant delivery of every attachment sent outside of the organization without need for a separate “customer portal” or other means of file delivery. Even if such a system is already being used, Mail2Cloud’s compliant delivery functionality can be implemented as insurance and a safeguard against any possibility of violation.
Governance / policy engine integration
Governance and policy engines are a powerful aspect of the cloud storage value proposition, enabling intelligent rules to determine what types of files are appropriate for sharing and what types are not (for example, a company may set a policy that files with readable social security numbers should not be sent to anyone outside of the company). The problem is that when sent as an email attachment, that policy engine would not be applied. By ensuring that every file sent makes it way to the cloud first, the company guarantees that the policy engine’s rules will be applied to that complete information flow.
Persistent control
Ever sent the wrong file to someone? If you sent it as a standard email attachment, that file is gone. If it was especially sensitive or confidential, the best you can do is request that the recipient delete the file without opening it. However, if you use Mail2Cloud, that file has been safely stored in the cloud and only a link was sent, which means that you can simply delete the file, restrict its sharing settings, or upload the correct file in its place.
Cloud storage services are all about data centralization. When a company’s data is centralized in a single location, it becomes much more cost effective to implement layered solutions, technologies, and processes that combine to protect and safeguard that information. Mail2Cloud is an important piece of the data centralization process, seamlessly bringing an important channel for data -- email -- under the cloud storage umbrella.
To learn more, visit www.mail2cloud.io or contact the Mail2Cloud team at contact@mail2cloud.io
