Check your inbox – how many emails do you have with attachments? It is likely that most of them are part of the same email trail. Even grouping your email by conversation won’t fix the attachment nightmare we have become accustomed to in our daily lives.
The Significance of Email in Business
Since its public introduction to the world in 1991, emails have been a ground-breaking innovation for its ability to communicate to anyone, anywhere and at any time. It has become the most popular method of exchanging attachments such as Invoices / Statements, Personal Identity, Financial Statements, Tax Returns, Legal Documents, Contracts, etc but it’s now 2019 and this method seldom lacks consideration for encryption, protection of personal information (POPI) and protection of clients confidential data.
Emails with attachments are common place and must be safe in the 21st century.
A recent story on Carte Blanche highlighted an example of email hacking/phishing. Scammers hijacked an email in transit, edited the banking details on the invoice attached and send it on to the end address. The end person not knowing the email was compromised, paid the funds into the new bank account as the email was from the original sender’s address. Once the money is paid into the new account, the account is either drained or the funds transferred into multiple accounts and later drained by multiple people / ‘Runners’, once the money is deposited the scammers are mostly gone into the wind.
Some tips as presented by Carte Blanche are linked below.
GreatSoft Cloud Document Management implements an extra layer for your firms communication and document distribution by not sending the documents via email, but notifying your client a new file is available, and allowing them to login and view the file in a secure manner.
The Evolution of Email in the Business World with Document Management
The problem with email is that we end up with multiple copies or versions of attachments and keeping it all organised can be challenging. Also with the flood of email exchanges, it makes it much more important to securely and centrally archive emails and documents, along with related information.
As email communication and electronic document exchange continue to remain popular, augmenting it with an effective and collaborative cloud-based document management and a secure portal system is now a necessity for companies. With the flood of emails that come into a business on a daily basis, as well as other critical business documents, it makes it much more important to securely and centrally archive emails, along with related information.
Implementing a Cloud Document Management System and secure portal, will not only encapsulates your data with an additional layer of security but protect your client’s data and improve workflow by collaborating in teams and delivering a better client experience
GreatSoft Cloud Document Management
The GreatSoft Cloud Document Management system is an encrypted document management and exchange portal which automatically versions, digitally signs, shares documents and opens up direct collaboration with clients using online file conversations and email / SMS notifications via desktop or mobile. It also Improves communication and marketing workflows with bulk emailing and online questionnaires. Augmenting your email platforms with the GreatSoft Document Management System enables Accounting and Auditing firms to avoid email attachment pitfalls and streamline workflow.
Protect your client’s data, avoid losing confidential information, harness powerful marketing tools and increase customer satisfaction and retention
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