Case law firm: Protecting new customer contact information
How to protect information sent by customers:
For a law firm, collecting background information goes hand in hand with accepting new mandates. The attorney needs extensive documentation and information. It is often impossible to define and instruct the client regarding the background material needed. Documents are required as they are, with original data intact. Such documents contain trade secrets, information within the sphere of protection of privacy, social security numbers and other sensitive information.
The Finnish Bar Association instructs law firms to protect email in confidential messaging. Consideration of information security and data protection at the beginning of a new commission is part of the advice that the Association gives its members. The challenge has been to provide a new customer a channel through which confidential intercommunication is easy to start.
A secure message to a specific recipient quickly from the web pages
The law firm solved the problem by taking into use the Secure Email encryption solution D-Compose application that enables the customer to send secure emails. The sending option is linked to the company’s web site, for example directly to the personnel information, and so the first contact is protected. The customer can add attachments to the message and also their content will remain secure.
With the solution, using secure email is easy and the information security level in communication is higher than with files that have simply been archived and password protected.
Initiating secure email communication is easy
By using the solution, customers of the law firm can initiate confidential messaging with the company. The product also enables transferring large attachments so that the customer does not need to send the files separately with multiple different messages for example.
Incoming messages can be directed past the spam and virus filters to prevent them from being left unread.
Case insurance company: Avoiding human errors
The function of insurance companies is to safeguard the life and economic activity of people, businesses and communities. In the insurance sector, or any other sector which deals with a customer’s personal information, it is the company’s responsibility to ensure that it is being delivered securely.
Even though users are trained, the risk of human errors still remain
Secure Mail encryption solution provides its users with fast and efficient tools for confidential communication. However, it is possible that the user does not have an understanding of what is classified as confidential material. And even if the users are trained, yet the risk of human errors exists.
Automation prevents data leakage
In order to prevent human errors the insurance company enlarged its use of Secure Mail encryption solution by taking into use our D-Control application. Securing emails was made easier by identifying confidential content in email automatically. Thus, for example, offers that always contain confidential information will be sent in encrypted form. Therefore protecting email is not left to the user.
Nowadays customers understand that they should demand encryption. More problems arise if encryption is not used than if a scalable solution is used.
In the insurance company the use of ad hoc messaging has almost quadrupled since automatic protection was taken into use. This is a clear indication that even if the instructions are in order, confidential material is nevertheless sent unprotected and this is where automatic protection comes to the rescue.
Securing email is part of the everyday operation
When confidential material is recognized and protected based on the definitions in data security policy, the user does not need to worry about protection.
When the information security risks in email communication can be managed centrally, information leaks caused by human errors can also be prevented more efficiently.
The insurance company has been satisfied with how the protection is working. With email DLP (Data Loss Prevention) the company also has a view on the fulfillment of email data security.
The company has understood that even if only one confidential email is sent unprotected, it could cause a bigger case, which will in return create negative publicity for the company.
Case government institute: Commmunicating confidentially with customers abroad
A government institute has customers both inside and outside the Finnish borders. Typical customers include exchange students completing their degrees abroad. The organization is in regular contact with the students and has a need for secure communications method, since the information transmitted is often sensitive and confidential.
Laws and regulations on official communications
Central government agencies and public bodies function under the jurisdiction of each ministry. Furthermore, the Act on the Openness of Government Activities and the Personal Data Act define how government agencies can process and need to protect their customers' personal data.
When traditional mail, phone and unprotected email are not enough
Using the phone can be costly for both parties while different time zones make the communications difficult. Traditional mail is slow and also possibly unreliable. Messaging and chat services often don't offer enough protection to be a viable option.
According to the Act on the Openness of Government Activities, unprotected email cannot be used for transmitting sensitive personal information. Therefore face-to-face interaction, phone, traditional mail and unprotected email are all impossible or at least difficult options.
Secure Mail is a solution for confidential communication with citizens abroad
As the institution took our Secure Email encryption solution into use, it can now send confidential emails to Finnish customers living abroad. Customers can respond to these emails knowing that their sensitive information is safe and sent only to the intended recipient.
