Email Privacy

Email is generally considered to be a very insecure system.

 Email messages have to go through many other computers before reaching their destination and at each computer a copy of the message is made before forwarding the message on.

Although the copies are normally only temporary they don't have to be.
Normally a copy is retained on the sending computer and also the receiving computer and these copies are generally stored unprotected.

The only way of protecting email is to encrypt it. This is very seldom used because spam and virus checkers can't work on encrypted email. So the choice is you either have virus/spam checking or encryption not both.

Sharing a Computer

If you share a computer with someone then you email privacy is even more compromised. The best way to share a computer is to have separate logon accounts for each user and to use NTFS file system (Windows 2000 and above).

 Most people use Outlook Express/Incredimail identities but these are very insecure.

If you are using these this type of configuration but still want to protect your email messages you can use a product like Outlook Express Security which allows you to disable access to Outlook Express and prevent your Outlook Express data. You can lock Outlook Express and password-protect the message base files and the address book.

Other Dangers

If you are working in an office environment especially a medium to large one you can almost guarantee that your email is being monitored. For small organisations and home users this is also possible but less likely- see email spying for more details.

If your computer is insecure then so is your email. The most rudimentary form of security is a logon prompt. Most home and small office users have auto logon enabled. This not only allows anyone to switch on an use your computer and its data but also to install other software on it.

Always use a standard logon procedure and not auto logon.

Email Security: Email Spying and Monitoring

Many companies use spy or monitoring software for monitoring Internet access by their employees. This type of software has now found its way into the small business and home user market.

Here we look at email spying  and review some products that have been designed to help you monitor your employees or child's email access.
 

Email Encryption

If you want to ensure that no one else can read your emails except the intended recipient then you need to encrypt them. Encrypting emails isn't particularly difficult but it does pose problems in certain areas.

Email Encryption and Digital Signatures

Although it is relatively easy to do not many people or organizations actually use email encryption or digital signatures. The main reason is that  encrypted emails cannot normally be virus or spam checked and so you have to do without either.

However for very confidential and secure communication then you may want to consider it. To help take a look at Email Encryption and Digital Signatures which takes you through the process, technology and terminology in, I hope, an easy to understand fashion.

Should all Email be Encrypted ?

Just because you can encrypt emails should you? For most users the answer is no there will obviously be exceptions. The rule is to only encrypt when necessary.

You also need to remember that the recipient must have installed issued keys in order for you to encrypt the email . What that means is that encryption is actually in the hands of the email recipient and no the sender. If the recipient hasn't issued keys you cannot send him/her encrypted email.

Summary

It is fair to say that no system is completely secure but there are small simple procedures and software tools that can help increase security.

However email and email systems are not secure by default and I would advise the use of email for very confidential transactions unless you have additional protection.

• How Important is Your Email Account ?