Safer E-mail

E-mail has revolutionised the way we communicate with employees, customers and suppliers. In just a short time, it's become indispensable for fast and efficient working.

The main risk with e-mail is the potential to infect your computer system with an imported virus. But there are other security issues, which could affect you if you transmit or receive sensitive messages, such as confidential business information.

Reducing the risk, though, is relatively easy and inexpensive.

Use and update anti-virus software

As well as ensuring your software can trap the latest strains, make staff aware of the dangers of opening suspicious e-mails. Be wary of messages from unknown senders with tempting subject lines, such as 'Urgent', 'Info you requested' and even 'I love you'.

Protect your privacy

E-mail passes over the Internet in plain text and anyone who knows how to intercept it can read its contents. Encryption scrambles messages and protects them from prying eyes. The most up-to-date e-mail packages will also ensure the identity of sender and, where necessary, confirm absolutely that the contents haven't been changed since the message was written.

Preventing abuse

E-mails sent out from your company should be treated with the same caution as letters on headed paper. It's vital that staff understand the sensitivity of e-mail communication. Misdirected or inappropriate e-mails, which appear to come from your company, can damage reputation and lose you customers. Draw up guidelines for the use of company e-mail and check that these are followed.