Why email sucks as a secure collaboration tool
We all use email – it’s been around for so long and although we’ve added features and the apps have got better, it’s still basically the same beneath the hood. But email today is used far more than anyone would have ever thought – for teams, as a filing cabinet, team collaboration and countless other uses. The problem with email is that it was never designed for any of this and it struggles to be successful when stretched beyond it's limits.
Why are apps like Slack and Microsoft Teams growing so fast?Look at the rise and massive success of messaging apps like Slack or Microsoft Teams. They are evidence that email for teams doesn’t work great and to stay productive, to regain control, we need to move onto apps that are designed for something more than just sending a message.
So what’s DropVault all about?
In a nutshell – It’s secure collaboration and document sharing. In today's world we need collaboration and sharing but we also need security and privacy. We need to ensure that anything we do share, either inside our business, or with our customers is secure , now and 10 years from now. It’s not a question of if your data will be compromised, but when.
How is this different from secure email?
With email you send to another person and this message can be also encrypted using add on tools/plugins. To access the message, the user has to enter the password and it is decrypted. It’s still primarily one to one communications.
With Dropvault, you don't send to a user. Instead you send to a channel. Anyone with access to this channel will be notified that there is a new message. They enter their password and the contents of the channel (all messages/conversations/documents) will be decrypted. You can create a channel for just an individual or for a group.
Using channels allows teams to share with individuals or other teams and it also means everything added to the channel is encrypted by default - no asking for a new key each time a message is added. You just reply to a message, add a comment or document and it is encrypted transparently in the background.
It also means you can bring in someone late to the conversation, give them their password to the channel , and they now have access to every historical conversation, replies, comments, action items and documents in this channel. No forwarding of old emails is needed.
- With email I can send a message but I have to decide to encrypt or not. I have to generate a key and share that key with the person I’m sending to. With Dropvault encryption is not left to the user to decide to add it. Once you have authenticated with the channel everything you add to the channel is encrypted by default and the one password you have shared with a user is all they require to access the channel.
What are the advantages of using a channel:
- Everything is centralised. No individual user email Inboxes, no forwarding or cc’ing on messages. By keeping all conversations in a channel, you are securing all your sensitive data and messages in a single location.
- Channels help you to manage all conversations for a project or client. Each channel can support unlimited conversations and replies and you can search filter and organize into folders. And all secured with great encryption by default.
- The individual user password is not the encryption key - you never have to share the key with anyone. Just create a password and that in turn gives the user the ability to access the key - they key itself is never exposed which is great for security.
- You have a complete history of the communications in a shared space, and not stuck in some users inbox. At any time anyone in the team can view all the conversations, documents , calendar and actions items. This is great for auditing and compliance purposes.
- Email is not good for collaboration. In DropVault you can share with your team and/or their team and like, comment, reply, add reminders and action items for anyone that has access to the channel. Email can do this on a local level but not for shared team actions. This makes your productivity so much better.
When you make encryption easy and the default
To make encryption the default , you have to make it simple. Many people want to encrypt messages but complain that it’s difficult to manage the keys, it’s easier to just send the message and hope for the best. We have tried to make security simple and painless so your team will always use it.
- Security by default. It's simple, transparent and automatic – no asking for encryption keys – just create your content and the security is taken care of automatically for your team.
- Don't leave it to your staff to choose to secure each message. Make encryption the default for every message and every document so the user never has to choose.
- Messages rarely exist on their own, so why have encryption keys for each message. Bundle the messages into conversations and secure the entire channel.
- Use the right tool at the right time. Email is a great tool for email, but it’s lack of collaboration features, it’s lack of access controls and auditing tools makes it unsuitable as a useful collaboration tool.
- Secure collaboration apps like DropVault can also be used as local document vaults for storing your encryption keys for other applications or databases and then shared securely with your team.
If your data is worth sharing, it's worth securing.