WordSecure Messaging

Primer on Secure Messaging and Email Data Protection

Facts about Secure Messaging Facts about Email versus Secure Messaging

Personal Data Needs Protection


Protected and private data is transacted regularly at most organizations, including financial information, passwords, medical, personnel, and other sensitive information about customers and organization members. Hospitals, CPA and accounting firms, business consulting firms, law offices, and hospice centers are just a few of the kinds of organizations that need encrypted secure messaging, as a secure alternative to standard email.

Problems with Using Email


Let's face it, the internet was developed a long time ago and in an age where freely sharing information was encouraged and a benefit to schools, government, and businesses. Times have changed the but the core technologies behind Electronic Mail (Email), unfortunately, have not. Exploits and cons using social engineering techniques have grown by leaps and bounds over the decades, yet Email is still transmitted over the internet in clear text. This means it's easily readable by anyone who has access to your network (wirelessly or physically) with a laptop and free software. Email passwords are likewise transmitted in clear text. Once someone has this information, they can login and read the victims' email whenever they wish. You may never know (which is why it's a good idea to change passwords once in a while).

Web-based Email is NOT Secure Messaging

Web-based email may be encrypted, but usually only on one side of the communication. Once email is sent out from GmailTM or other web-based mail services, it goes through all the standard, clear text channels to get to the recipient in regular clear text (readable by anyone). It's not secure and does not contain end-to-end the way secure messaging programs are.

Risks of Storing Protected Client Data in Emails

Identity Theft remains a real problem -- as is computer theft. According to the U.S. Census Bureau, over 300,000 Americans were victims of Identity Theft in 2008, with 1.3 million victims reported in 2009. The numbers remain on the rise. Identity theft can occur with the procurement of seemingly innocent information, such as someone's email address password. This is because people tend to use some of the same passwords on multiple accounts including bank accounts, ebay.com, stock trading websites, and others.

A statistic cited in a Google Webinar said that about 10% of all laptop computers are either lost or stolen within the first year of purchase. Private data, such as data in email messages stored on those computers, is still your responsibility.

And of course, if a virus infects a computer on your network, the security of all data on that computer may be in jeopardy.

The ceiling on monetary fines for non-compliance with Federal laws such as HIPAA and HITECH have been raised to 1.5 Million dollars for serious infractions with resulting prison sentences being issued with greater frequency. People committing the infraction may go to jail, but also cause great harm to the reputation of the organizations and the individuals whose data has been compromised.

Who is Liable?

Businesses that deal with people's financial or medical information are subject to the federal privacy laws, such as HIPAA, HITECH, SOX, GLBA, and Red Flags Rule. Secure messaging programs assist HIPAA Covered Entities and their Business Associates by demonstrating HIPAA compliance as it pertains to protecting private data often sent via non-secure methods, such as standard email. After authentication, users can send secure messages and electronic files with less risk of interception. It's an ideal approach for any group of people who need to communicate protected business, healthcare, or financial information on a regular basis.

Federal Privacy Laws and Compliance

Fines and jail penalties are higher than ever for non-compliance of HIPAA regulations resulting in data breaches. If data is lost or stolen, responsible parties are required by federal law to disclose that fact to the public and all affected individuals. While organizations can not outsource all their liability, by promoting secure communications within the organization now, business managers can offset their list of compliance tasks considerably. While secure messaging is probably not the only action required to be fully compliant with HIPAA and other privacy laws at most practices, it is one of the easiest steps one can take pursuant to compliance with the privacy regulations.

The Secure Messaging Approach

The best approach we've found to communicate security over the internet is to use a simple, secure, web-based portal to exchange information. We liked the idea so much, we built a system that does just that called WordSecure and here's how it works:

Secure Messaging Solutions with WordSecure

With web-based secure messaging solutions such as WordSecure, data is not stored on individual computers. Because it is stored in a secure server enviornment, now you can rest at ease knowing your private emails are kept confidential. WordSecure is designed to provide identity theft protection and demonstrates compliance with federal privacy laws such as HIPAA, HITECH, SOX, GLBA and Red Flags Rule.


And the best thing about it is, you don't need to install any special email encryption software, configurations, downloads, or hardware. It's easy and fast! Your company or organization can have WordSecure up and running in minutes.

WordSecure Key Benefits

  • Up to 256-bit encryption support for all your message data and attachments when using WordSecure.
  • Bi-directional encryption ensuring both messages to and from you and your clients are encrypted.
  • Restriction of system users by valid domain. Choose who can communicate with you over WordSecure.
  • Optional auto-deletion of all messages after a fixed period of time you choose.
  • Allow your clients and contacts to sign themselves up to use your WordSecure system, or do it for them.
  • User-accessible Password Reset feature to help alleviate user administration overhead.
  • Automatic message review before sending. Never send information to the wrong person again!
  • No restrictions on the number of messages sent.
  • Custom company branding of WordSecure. (Available with WordSecure Enterprise systems only)
  • Indefinite auto-archiving of all messages to aid in risk reduction management. (WordSecure Enterprise systems only).
  • Physically secure, off-site storage of all your messages and data with current archives provided upon request.
  • Windows, Mac, and Linux support under all major browsers including IE6, IE7, IE8, Chrome, FireFox, and Safari.
  • No software to install. Easy to use. Access it from anywhere you have an Internet connection.
  • 100% money-back guarantee in the first 30 days if not completely satisfied.

Physical Considerations for Securing Data

In addition to electronic methods of securing data, do not forget about physical security. Most data breaches occur due to the physical loss of the computer or media it is stored on. Look into ways to protect the physical security of your premises, systems, and work space. ISONAS Security Access Systems offers innovative IP-based security providing 24/7 physical security and monitoring solutions.

For door access control we recommend
ISONAS - Security Access Systems
ISONAS - Security Access Systems.

Additional Business Privacy Resources

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