Email has become one of the easiest ways to share information.

Need to send a document? Email it.

Need someone to review a spreadsheet? Email it.

Need to share customer information with another department? Now, that’s where many people unintentionally create a data compliance faux pas.

While email remains a valuable business tool, it is not always the right place for sensitive information. Sending confidential data without following company procedures can expose personal information and create serious compliance risks.

What Counts as Sensitive Information?

Most people think of Social Security numbers or credit card numbers when they hear the term “sensitive information.”

In reality, it includes much more than that. Sensitive information may include:

• Customer names and addresses
• Medical records
• Financial account information
• Driver’s license or passport numbers
• Payroll records
• Employee personnel files
• Tax documents

Even sending a combination of seemingly harmless information can create privacy concerns if it identifies an individual.

Email Mistakes Happen Every Day

Have you ever typed the first few letters of someone’s name and clicked the wrong email address?

It happens more often than people realize. For example,

A single mistake can send confidential information to the wrong customer, vendor, or employee. Once that email leaves your inbox, you cannot guarantee where it will end up or who will read it.

That is why many organizations have strict procedures for sending sensitive information.

Many organizations use secure file-sharing systems, encrypted email, or protected customer portals for a reason. These tools help ensure that only authorized people can access sensitive information.

If your company provides a secure method for sharing files, use that instead of regular email whenever possible.

Think Before You Click Send

Unfortunately, convenience is often what leads to compliance violations. Before sending a document, take a few seconds to ask yourself a few simple questions.

• Does this email contain sensitive information?
• Am I sending it to the correct recipient?
• Does my company have a more secure way to send this information?
• Have I included only the information that is actually needed?

Those few extra seconds can prevent hours—or even days—of cleanup later.

When You’re Not Sure, Ask

Email is one of the most common ways businesses communicate, but it is also one of the easiest ways to expose sensitive information.

Not every potentially dangerous situation is obvious.

Some documents may be perfectly acceptable to send through email. Others may require encryption or approval before they leave the organization. If you are ever unsure, ask your supervisor or IT department before sending the information. It is always better to spend a few minutes asking a question than to spend weeks responding to a preventable compliance incident.

By taking a moment to verify recipients, following your company’s approved procedures, and using secure methods for sharing confidential data, you help protect your customers, your coworkers, and your organization.

Compliance is often about slowing down just enough to make the right decision. Before you click Send, make sure the information is going to the right place, and in the right way.