The big security hazards behind our small screens: Why emailing from mobile devices isn’t secure

There is no doubt that mobile devices have supercharged the way we work. The ability to access information and engage with stakeholders from virtually anywhere is a big advantage in our remote-working world; mobiles offer flexibility and convenience, allowing us to be productive even when away from our desks. 

However, with such convenience comes considerable risks. When we’re handling sensitive information on the go, mistakes are only ever one tap away, leading to data incidents which could result in non-compliance, hefty fines and reputational damage.

Here are the major risks hidden in plain sight when emailing from our mobiles:

Small screens, big mistakes

One of the most obvious risks associated with emailing sensitive information from mobile devices is limited visibility. Small screens make it difficult to properly review the content of an email before hitting send. 

Attachments, in particular, pose a significant risk. On a desktop, it's easier to open, examine, and double-check documents before sending. On a mobile device, however, this process can be cumbersome, leading to a higher chance of mistakenly sending the wrong file or inadvertently including sensitive data.

Attention please! The perils of multitasking

The mobile environment is rife with distractions; notifications, incoming calls, instant messaging - communication fatigue is very real today, and can result in users losing focus on the task at hand. Employees might skim through emails, overlook crucial details, or misinterpret content due to the limited context provided on a small screen. They may even miss potential incoming risks, such as phishing emails.

This issue is compounded by our on-the-go lifestyles. Often, emails from mobiles are sent while people are on the move, walking, commuting, or in a rush between meetings, making it easy to overlook critical details, such as which attachments are included or whether sensitive information is properly protected. A quick tap might seem harmless, but it can have severe consequences when sensitive information is overlooked.

Always on the clock

The pressure to respond promptly to emails can exacerbate this issue. Sure, mobile devices make it easy to stay connected at all times, but this isn’t always a good thing for tired employees and your organization's security posture. 

Access to email after hours blurs the line between work and personal time, and employees often feel obligated to respond to work emails at all hours of the day, sometimes when their attention is not fully focused. In this context, time is money - particularly when the current cost of a data breach stands at a huge 4.88 million USD.

The slip of a finger

Another significant risk of emailing sensitive information from mobile devices is the potential for physical errors. The small size of touchscreens makes it easy for a slip of a finger to result in disaster. A simple swipe or tap can inadvertently send an email before it's ready or select the wrong recipient from a list. The likelihood of such mistakes is much higher on mobile devices compared to desktops or laptops, where the controls are more precise and the user is typically more deliberate in their actions.

There one minute, gone the next

Mobile devices are inherently more vulnerable to being lost or stolen compared to desktop computers. If an employee’s phone is lost or stolen, any sensitive information stored on the device or accessible through email accounts is at risk. This risk is further heightened if the employee uses their personal device for work purposes, where security controls may not be as stringent as those on company-issued devices.

Balancing convenience and risk: DLP Gateway

Regardless of the above risks, mobiles are here to stay. The priority needs to be reducing these inherent security risks  and empower people to work securely while on the go.

A Data Loss Prevention (DLP) Gateway acts as a safeguard for all outgoing emails, including those sent from mobile devices.

Zivver DLP Gateway integrates with M365 and Gmail, ensuring that every email and attachment is scanned for sensitive data before it leaves the organization. DLP Gateway strikes a balance between the convenience of mobile email access and the potential dangers of human error, ensuring robust security through advanced encryption, without interfering in workflows:

• Device-agnostic security: DLP Gateway secures sensitive emails on every device and provides access to advanced security features such as large file transfer, access revocation, and Proof of Delivery.
• Intelligent scanning: Powered by Smart Classification, every outgoing email is scrutinised for any traces of sensitive data, guaranteeing data security from inception to destination.
• Streamlined operation and effortless integration: Allows employees to continue their routine email sending on existing infrastructure, with the assurance that Zivver is overseeing email security.

While mobile devices offer unparalleled convenience, they also present significant risks when it comes to emailing sensitive information. Enhancing email with a DLP Gateway will provide employees with the tools they need to work securely and confidently from their mobile device, without putting data at risk. Get in touch to learn more about DLP Gateway.