3 Signs It is Time to Replace Your Enterprise Email Encryption Solution

March 27, 2019

Alper Kizar

New Call-to-ActionThey say nothing lasts forever (well maybe Twinkies, but definitely not donuts), and it may be time to consider replacing your email encryption solution.Lots of things have changed in the last couple of years and what may have served you well 3 years ago may now need to be reassessed. Over time encryption technology, users, their habits, preferences, use-cases, regulations and workflows all change. So do the organizations using them. So how do you know when your service has grown a bit long in the tooth?  Here are 3 warning signs it is time to replace your enterprise email encryption solution.

1. Your Customers and Business Units are Requesting Capabilities That Aren’t Possible with Your Existing Email Encryption Software

Enterprise email encryption solutions need to support many business units and functions. These business functions and needs tend to evolve over time. While people can learn to adapt to changes, adapting your solution may not be possible or even worth the cost or effort to update it.

Here’s an example. It’s critical to be in touch with customers. Traditional communication channels between customers and enterprises are reaching their limits. More and more enterprises are seeing an increase in customer requests for self-service capabilities that include a secure messaging channel within their customer service portal or mobile application.  Business units are also demanding workflow optimization and integration with siloed backend systems, customer management software and call center applications. Modern enterprise email encryption technology can be integrated with and used to collect and pass sensitive data securely back and forth through these systems.

Carefully listening to your customers and business units can signal when a replacement is needed. If your enterprise email encryption solution does not provide you with ways to meet your customer and enterprise demands, or integrate with your workflows, you should consider moving on to other options.

2. Your Customers and Staff Have Brought Up Usability Issues

Next to trusted security and verifiable compliance, ease of use is paramount when it comes to encryption.

Is your enterprise email encryption solution cumbersome to use? While your existing solution may be secure and compliant, if the recipient finds it difficult to use or cannot access the information sent because of a difficult user interface (UI) such as encryption keys, multi-step links or login complexity, you have a major problem.  Email encryption solutions have evolved a lot since the introduction of PGP encryption and can now be made seamless and nearly invisible to the user and recipient.

When it comes to usability ask yourself these questions:

  • Does your existing enterprise email encryption solution leverage opportunistic TLS encryption and is it smart enough to step down to another encryption method if TLS is not available? Opportunistic TLS was a good first step in making encrypted email easy for the recipient by automatically decrypting the email, but it falls short in guaranteeing security when the recipient email service doesn’t accept TLS.
  • How flexible is your encryption software?
    • Does it integrate with your internal users’ day-to-day workflow to make the process nearly invisible?
    • Does it provide a single sign-on feature?
    • Does it work where the sender is, when they want, and on the device of their choice?

If your enterprise email encryption solution lacks in these usability features, it is time to consider a replacement.

3. Your Software Vendor was Acquired, or Announces End-of-life (EOL) and End of Support

Software sometimes comes to its EOL or is no longer supported by the developer or vendor. What this means is no more bug fixes, security patches or feature upgrades – all a clear sign it’s time to look elsewhere. Or it loses its roadmap and support priority when absorbed into another organization through acquisition.

As an enterprise, you can’t afford to find yourself in a quandary. You must find a suitable replacement in time. If your existing email encryption is an important part of a mission critical workflow, will you be forced to build a custom solution, or does it make sense to utilize the knowledge, flexibility and speed an external vendor can offer. Using APIs to drop encryption services into your existing workflow / ecosystem may be less expensive, faster and easier than building it yourself.

When you are forced to make a replacement decision due to EOL, take the time to find potential replacement options and compare that against building it yourself. Today’s email encryption solutions are much easier to use, easily scale for enterprise use and by using APIs are very flexible and customizable to integrating with legacy and backend systems.

Want more information on replacement email encryption services – check out SecureMail.

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