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21:["$","p","a70455f3314d",{"children":["At its core, document security ensures that sensitive files can only be accessed by authorized parties—and remain protected throughout their lifecycle."]}]
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29:["$","p","ac27a19627aa",{"children":["Access control verifies the identity of recipients before allowing them to open files. Common methods include:"]}]
2a:["$","ul","1bc04c87e014-parent",{"children":[["$","li","1bc04c87e014",{"children":[["$","strong","80ceeeaa3058",{"children":["Passwords"]}]," – a basic but often weak control, since passwords can be guessed or shared."]}],["$","li","ca23aecc960f",{"children":[["$","strong","bd95663a9544",{"children":["Two-Factor Authentication (2FA)"]}]," – a stronger option that requires both something the user knows (password) and something they have (e.g., a mobile code)."]}]]}]
2b:["$","p","975507b00216",{"children":["Platforms like SharePoint, Box, and Dropbox make use of these controls, which explains their popularity in business settings."]}]
2c:["$","p","c2ab630385d3",{"children":["But access control has a major limitation: once the document is downloaded, the sender no longer has control."]}]
2d:["$","h2","97197053c6a1",{"id":"97197053c6a1","className":"group relative","children":[[["$","strong","7b012669e9a3",{"children":["View-Only Restrictions"]}]],["$","a",null,{"href":"#97197053c6a1","className":"absolute left-0 top-0 bottom-0 -ml-6 flex items-center opacity-0 group-hover:opacity-100 transition-opacity","children":["$","svg",null,{"xmlns":"http://www.w3.org/2000/svg","className":"h-4 w-4 shrink-0","width":"16","height":"16","fill":"none","viewBox":"0 0 24 24","stroke":"currentColor","children":["$","path",null,{"strokeLinecap":"round","strokeLinejoin":"round","strokeWidth":2,"d":"M13.828 10.172a4 4 0 00-5.656 0l-4 4a4 4 0 105.656 5.656l1.102-1.101m-.758-4.899a4 4 0 005.656 0l4-4a4 4 0 00-5.656-5.656l-1.1 1.1"}]}]}]]}]
2e:["$","p","3614d3b1a93c",{"children":["To reduce risks, many file-sharing services provide ",["$","strong","70df0d203eea",{"children":["view-only modes"]}],", which prevent recipients from downloading files. This significantly strengthens security because the document never leaves the owner’s control."]}]
2f:["$","p","a562719a2a90",{"children":["Advanced view-only systems such as SecureMail go further by:"]}]
30:["$","ul","d848df82eaed-parent",{"children":[["$","li","d848df82eaed",{"children":["Disabling copy-and-paste"]}],["$","li","1cb6b0a6bc36",{"children":["Preventing retrieval from browser caches"]}],["$","li","ed1e086986e9",{"children":["Blocking screen capture and print-to-file options"]}],["$","li","2c23a336d036",{"children":["Applying dynamic watermarks to discourage leaks and identify violators"]}]]}]
31:["$","p","d49a2ea12428",{"children":["While view-only restrictions enhance protection, they must be robust and complemented by encryption, access control, and traceability."]}]
32:["$","h2","869a42ea008b",{"id":"869a42ea008b","className":"group relative","children":[[["$","strong","50faa8e96e60",{"children":["Traceability: The Audit Trail"]}]],["$","a",null,{"href":"#869a42ea008b","className":"absolute left-0 top-0 bottom-0 -ml-6 flex items-center opacity-0 group-hover:opacity-100 transition-opacity","children":["$","svg",null,{"xmlns":"http://www.w3.org/2000/svg","className":"h-4 w-4 shrink-0","width":"16","height":"16","fill":"none","viewBox":"0 0 24 24","stroke":"currentColor","children":["$","path",null,{"strokeLinecap":"round","strokeLinejoin":"round","strokeWidth":2,"d":"M13.828 10.172a4 4 0 00-5.656 0l-4 4a4 4 0 105.656 5.656l1.102-1.101m-.758-4.899a4 4 0 005.656 0l4-4a4 4 0 00-5.656-5.656l-1.1 1.1"}]}]}]]}]
33:["$","p","708882b60d1c",{"children":["Regulators increasingly demand that organizations keep an audit trail showing:"]}]
34:["$","ul","42a51d83554e-parent",{"children":[["$","li","42a51d83554e",{"children":[["$","strong","26a16d89a83b",{"children":["Who"]}]," accessed a document"]}],["$","li","beaca5183942",{"children":[["$","strong","5e712bbf9673",{"children":["When"]}]," they accessed it"]}],["$","li","337f50d31374",{"children":[["$","strong","b89d44a26fa9",{"children":["Where"]}]," they accessed it from"]}]]}]
35:["$","p","2b6a787fe26c",{"children":["For view-only solutions, detailed logs can capture this information, providing accountability and compliance evidence."]}]
36:["$","p","1885127fc313",{"children":["For downloadable files, however, tracking usually ends once the file is saved. At that point, the sender has no visibility or control. Maintaining control after downloading greatly improves the traceability of a document."]}]
37:["$","h2","308258407f4f",{"id":"308258407f4f","className":"group relative","children":[[["$","strong","0ca9705834cd",{"children":["Information Rights Management (IRM)"]}]],["$","a",null,{"href":"#308258407f4f","className":"absolute left-0 top-0 bottom-0 -ml-6 flex items-center opacity-0 group-hover:opacity-100 transition-opacity","children":["$","svg",null,{"xmlns":"http://www.w3.org/2000/svg","className":"h-4 w-4 shrink-0","width":"16","height":"16","fill":"none","viewBox":"0 0 24 24","stroke":"currentColor","children":["$","path",null,{"strokeLinecap":"round","strokeLinejoin":"round","strokeWidth":2,"d":"M13.828 10.172a4 4 0 00-5.656 0l-4 4a4 4 0 105.656 5.656l1.102-1.101m-.758-4.899a4 4 0 005.656 0l4-4a4 4 0 00-5.656-5.656l-1.1 1.1"}]}]}]]}]
38:["$","p","04cf7b0f6c50",{"children":["IRM combines the strengths of multiple security methods into one framework. It provides:"]}]
39:["$","ul","e81e66e5b27d-parent",{"children":[["$","li","e81e66e5b27d",{"children":[["$","strong","7fb173d924b6",{"children":["Encryption"]}]," at rest and in transit"]}],["$","li","14253ee528f3",{"children":[["$","strong","0c179f485a5d",{"children":["Access control"]}]," including fine-grained permissions (view-only, no print, no copy, etc.)"]}],["$","li","616e3f11cffa",{"children":[["$","strong","ba2047a5a266",{"children":["Tracking"]}]," of all document interactions, even after distribution"]}]]}]
3a:["$","p","4165243ad6c4",{"children":["With IRM, documents remain encrypted on the recipient’s system and are only decrypted temporarily while in use. Some solutions also offer secure online viewers for non-downloadable files."]}]
3b:["$","p","9d47f27ad351",{"children":["While IRM is powerful, adoption has been slow because:"]}]
3c:["$","ul","818aba67c7cd-parent",{"children":[["$","li","818aba67c7cd",{"children":["Many solutions require expensive infrastructure"]}],["$","li","876d0bcc5ce7",{"children":["Recipients often need to install specialized software"]}],["$","li","f4b94eb7f2cd",{"children":["Complexity discourages everyday use"]}]]}]
3d:["$","p","928deb634748",{"children":["As a result, organizations still frequently rely on email attachments or general-purpose file-sharing tools for sensitive documents—despite their limitations."]}]
3e:["$","h2","f9fb439c3435",{"id":"f9fb439c3435","className":"group relative","children":[[["$","strong","eca51f49fbf8",{"children":["The Importance of Convenience"]}]],["$","a",null,{"href":"#f9fb439c3435","className":"absolute left-0 top-0 bottom-0 -ml-6 flex items-center opacity-0 group-hover:opacity-100 transition-opacity","children":["$","svg",null,{"xmlns":"http://www.w3.org/2000/svg","className":"h-4 w-4 shrink-0","width":"16","height":"16","fill":"none","viewBox":"0 0 24 24","stroke":"currentColor","children":["$","path",null,{"strokeLinecap":"round","strokeLinejoin":"round","strokeWidth":2,"d":"M13.828 10.172a4 4 0 00-5.656 0l-4 4a4 4 0 105.656 5.656l1.102-1.101m-.758-4.899a4 4 0 005.656 0l4-4a4 4 0 00-5.656-5.656l-1.1 1.1"}]}]}]]}]
3f:["$","p","e75b79ebb7f5",{"children":["No matter how strong a security system is, it will fail if users find it too cumbersome. Common barriers include:"]}]
40:["$","ul","6f1748a02c8f-parent",{"children":[["$","li","6f1748a02c8f",{"children":["Having to encrypt files in a separate application before emailing them"]}],["$","li","9a3ca4d013d2",{"children":["Requiring recipients to install software just to open a file"]}],["$","li","6b486f87a1c6",{"children":["Overly complex authentication steps that frustrate users"]}]]}]
41:["$","p","a8c98ac1cfd4",{"children":["A practical solution must ",["$","strong","6e949d802c53",{"children":["balance security and convenience"]}],"—protecting documents without disrupting business workflows."]}]
42:["$","h2","86743e4d009f",{"id":"86743e4d009f","className":"group relative","children":[[["$","strong","a756fc80af77",{"children":["Introducing 689Cloud SecureMail"]}]],["$","a",null,{"href":"#86743e4d009f","className":"absolute left-0 top-0 bottom-0 -ml-6 flex items-center opacity-0 group-hover:opacity-100 transition-opacity","children":["$","svg",null,{"xmlns":"http://www.w3.org/2000/svg","className":"h-4 w-4 shrink-0","width":"16","height":"16","fill":"none","viewBox":"0 0 24 24","stroke":"currentColor","children":["$","path",null,{"strokeLinecap":"round","strokeLinejoin":"round","strokeWidth":2,"d":"M13.828 10.172a4 4 0 00-5.656 0l-4 4a4 4 0 105.656 5.656l1.102-1.101m-.758-4.899a4 4 0 005.656 0l4-4a4 4 0 00-5.656-5.656l-1.1 1.1"}]}]}]]}]
43:["$","p","644ed14d4333",{"children":[["$","strong","a2515df6d230",{"children":["689Cloud ",["$","$L17","d1a647776ac5",{"href":"https://689cloud.com/en/securemail","children":["SecureMail"]}]]}]," is an add-in for Gmail and Microsoft Outlook that integrates enterprise-level document security directly into the email workflow. Tools like SecureMail make it easier to ",["$","strong","82414586d523",{"children":["send documents securely via email"]}]," by offering built-in encryption, access control, and file tracking. Unlike traditional encryption tools, SecureMail uses ",["$","strong","c1ec9aefb65d",{"children":["IRM technology"]}]," to combine:"]}]
44:["$","ul","7883e994a827-parent",{"children":[["$","li","7883e994a827",{"children":["Encryption"]}],["$","li","65802090b3a0",{"children":["Access control"]}],["$","li","982810cdf63a",{"children":["View-only capability"]}],["$","li","d4a74d050d9e",{"children":["Post-download control and protection"]}],["$","li","8331d14a9805",{"children":["Comprehensive tracking"]}]]}]
45:["$","h3","1e5879f44901",{"id":"1e5879f44901","className":"group relative","children":[[["$","strong","8c6a0f1fac16",{"children":["How it Works:"]}]],["$","a",null,{"href":"#1e5879f44901","className":"absolute left-0 top-0 bottom-0 -ml-6 flex items-center opacity-0 group-hover:opacity-100 transition-opacity","children":["$","svg",null,{"xmlns":"http://www.w3.org/2000/svg","className":"h-4 w-4 shrink-0","width":"16","height":"16","fill":"none","viewBox":"0 0 24 24","stroke":"currentColor","children":["$","path",null,{"strokeLinecap":"round","strokeLinejoin":"round","strokeWidth":2,"d":"M13.828 10.172a4 4 0 00-5.656 0l-4 4a4 4 0 105.656 5.656l1.102-1.101m-.758-4.899a4 4 0 005.656 0l4-4a4 4 0 00-5.656-5.656l-1.1 1.1"}]}]}]]}]
46:["$","ol","b2ef04ce44af-parent",{"children":[["$","li","b2ef04ce44af",{"children":[["$","strong","926197206765",{"children":["Install the SecureMail Add-in"]}]," – The add-in is available for free on the ",["$","$L17","17d9940592e5",{"href":"https://chromewebstore.google.com/detail/689cloud-securemail/gmhicblngdcdiplilpaejmkfkinfipmb?pli=1","children":["Google Chrome Store"]}]," for Gmail, and on ",["$","$L17","12546e55ea5c",{"href":"https://appsource.microsoft.com/en-us/product/office/WA200002331?tab=Overview&exp=kyyw","children":["Microsoft AppSource"]}]," for Outlook."]}],["$","li","d763b926aa35",{"children":[["$","strong","47cd1ce1fd63",{"children":["Attach as usual"]}]," – The sender clicks on the SecureMail icon and attaches files through the SecureMail add-in, just like a normal email attachment.",["$","br","node-2",{}],""]}]]}]
47:["$","figure","199ad83d33a1",{"className":"my-8 flex flex-col w-full items-center","children":["$","div",null,{"className":"relative flex justify-center w-3/4","children":["$","img",null,{"alt":"Selecting file on SecureMail","loading":"lazy","className":"rounded-sm !w-full !h-auto","srcSet":"https://cdn.sanity.io/images/1erd9tds/production/a1d1602f27deab0508f373e2232eeeffea9d70db-1063x563.png?auto=format&fit=max&q=75&w=336 336w, https://cdn.sanity.io/images/1erd9tds/production/a1d1602f27deab0508f373e2232eeeffea9d70db-1063x563.png?auto=format&fit=max&q=75&w=672 672w, https://cdn.sanity.io/images/1erd9tds/production/a1d1602f27deab0508f373e2232eeeffea9d70db-1063x563.png?auto=format&fit=max&q=75&w=1008 1008w, https://cdn.sanity.io/images/1erd9tds/production/a1d1602f27deab0508f373e2232eeeffea9d70db-1063x563.png?auto=format&fit=max&q=75&w=1063 1063w","src":"https://cdn.sanity.io/images/1erd9tds/production/a1d1602f27deab0508f373e2232eeeffea9d70db-1063x563.png?auto=format&fit=max&q=75&w=672","width":672,"height":356}]}]}]
48:["$","p","b11ee40deb89",{"children":[["$","strong","403bb94c56b4",{"children":["3. Set Permissions "]}],"– Permissions such as downloading and printing can be set."]}]
49:["$","p","64f6a1cdabc8",{"children":[["$","strong","a2cf235ed6aa",{"children":["4. Automatic encryption"]}]," – The files are encrypted and uploaded securely to the cloud."]}]
4a:["$","p","39d40b1bd056",{"children":[["$","strong","a593fbbb2106",{"children":["5. Secure link"]}]," – A link to the document is embedded in the email body."]}]
4b:["$","p","0fb41fdbacc6",{"children":[["$","strong","74f7d0971e1b",{"children":["6. Recipient authentication"]}]," – The recipient clicks the link and is verified via their email address and a one-time PIN (OTP)."]}]
4c:["$","p","cff2413753c8",{"children":[["$","strong","c0f5e894da1b",{"children":["7. Controlled access"]}]," – Based on the sender’s permissions, the recipient can either:",["$","br","node-2",{}],". View the file securely in their browser (without downloading), or",["$","br","node-4",{}],". Download it with tracking and restrictions still in place."]}]
4d:["$","figure","7476e8db6923",{"className":"my-8 flex flex-col w-full items-center","children":["$","div",null,{"className":"relative flex justify-center w-3/4","children":["$","img",null,{"alt":"SecureMail client console","loading":"lazy","className":"rounded-sm !w-full !h-auto","srcSet":"https://cdn.sanity.io/images/1erd9tds/production/4f917d2b37ce99f6f674cbe4574a143aee2c5e2b-1270x873.png?auto=format&fit=max&q=75&w=336 336w, https://cdn.sanity.io/images/1erd9tds/production/4f917d2b37ce99f6f674cbe4574a143aee2c5e2b-1270x873.png?auto=format&fit=max&q=75&w=672 672w, https://cdn.sanity.io/images/1erd9tds/production/4f917d2b37ce99f6f674cbe4574a143aee2c5e2b-1270x873.png?auto=format&fit=max&q=75&w=1008 1008w, https://cdn.sanity.io/images/1erd9tds/production/4f917d2b37ce99f6f674cbe4574a143aee2c5e2b-1270x873.png?auto=format&fit=max&q=75&w=1270 1270w","src":"https://cdn.sanity.io/images/1erd9tds/production/4f917d2b37ce99f6f674cbe4574a143aee2c5e2b-1270x873.png?auto=format&fit=max&q=75&w=672","width":672,"height":462}]}]}]
4e:["$","p","720421aa88ad",{"children":[["$","strong","ac846d93ceef",{"children":["8. Track and Manage"]}]," – The sender can check who has accessed sent files, stop access, and revoke access to downloaded files through the SecureMail Dashboard."]}]
4f:["$","figure","a64e832acfc2",{"className":"my-8 flex flex-col w-full items-center","children":["$","div",null,{"className":"relative flex justify-center w-3/4","children":["$","img",null,{"alt":"SecureMail dashboard","loading":"lazy","className":"rounded-sm !w-full !h-auto","srcSet":"https://cdn.sanity.io/images/1erd9tds/production/e7a9cf4252527cc42addb795fbcff557ded2a450-1191x544.png?auto=format&fit=max&q=75&w=336 336w, https://cdn.sanity.io/images/1erd9tds/production/e7a9cf4252527cc42addb795fbcff557ded2a450-1191x544.png?auto=format&fit=max&q=75&w=672 672w, https://cdn.sanity.io/images/1erd9tds/production/e7a9cf4252527cc42addb795fbcff557ded2a450-1191x544.png?auto=format&fit=max&q=75&w=1008 1008w, https://cdn.sanity.io/images/1erd9tds/production/e7a9cf4252527cc42addb795fbcff557ded2a450-1191x544.png?auto=format&fit=max&q=75&w=1191 1191w","src":"https://cdn.sanity.io/images/1erd9tds/production/e7a9cf4252527cc42addb795fbcff557ded2a450-1191x544.png?auto=format&fit=max&q=75&w=672","width":672,"height":307}]}]}]
50:["$","p","d426c2f36e3c",{"children":[["$","strong","93a6057de11b",{"children":["Benefits:"]}]]}]
51:["$","ul","8727acdd48a9-parent",{"children":[["$","li","8727acdd48a9",{"children":[["$","strong","a2a42e42c0eb",{"children":["Simplicity for senders"]}]," – No extra steps beyond attaching a file."]}],["$","li","c2ba230ec976",{"children":[["$","strong","b77350c21183",{"children":["Ease for recipients"]}]," – No special software required, access via browser."]}],["$","li","c6f5282eddee",{"children":[["$","strong","9326e588c2a3",{"children":["Strong security"]}]," – Encryption, access control, traceability, and post-sending control in one seamless solution."]}]]}]
52:["$","h3","d80af6f945ef",{"id":"d80af6f945ef","className":"group relative","children":[[["$","strong","39ec1f241669",{"children":["Conclusion: Consider all the Factors when Sending Sensitive Documents"]}]],["$","a",null,{"href":"#d80af6f945ef","className":"absolute left-0 top-0 bottom-0 -ml-6 flex items-center opacity-0 group-hover:opacity-100 transition-opacity","children":["$","svg",null,{"xmlns":"http://www.w3.org/2000/svg","className":"h-4 w-4 shrink-0","width":"16","height":"16","fill":"none","viewBox":"0 0 24 24","stroke":"currentColor","children":["$","path",null,{"strokeLinecap":"round","strokeLinejoin":"round","strokeWidth":2,"d":"M13.828 10.172a4 4 0 00-5.656 0l-4 4a4 4 0 105.656 5.656l1.102-1.101m-.758-4.899a4 4 0 005.656 0l4-4a4 4 0 00-5.656-5.656l-1.1 1.1"}]}]}]]}]
53:["$","p","f113017180cc",{"children":["As we have discussed, just password protecting the file is not enough to securely send a document by email. All factors including encryption, access control, tracking, and protection after a document has been downloaded need to be considered. Email is still an easy and ubiquitous way to send documents, and with the SecureMail add-in, it can be done securely too. Pricing and availability are ",["$","$L17","178209843712",{"href":"https://689cloud.com/en/pricing","children":["here"]}],"."]}]
54:["$","h2","3d87c7230823",{"id":"3d87c7230823","className":"group relative","children":[[["$","strong","64821af53c3a",{"children":["SecureMail Frequently Asked Questions (FAQ)"]}]],["$","a",null,{"href":"#3d87c7230823","className":"absolute left-0 top-0 bottom-0 -ml-6 flex items-center opacity-0 group-hover:opacity-100 transition-opacity","children":["$","svg",null,{"xmlns":"http://www.w3.org/2000/svg","className":"h-4 w-4 shrink-0","width":"16","height":"16","fill":"none","viewBox":"0 0 24 24","stroke":"currentColor","children":["$","path",null,{"strokeLinecap":"round","strokeLinejoin":"round","strokeWidth":2,"d":"M13.828 10.172a4 4 0 00-5.656 0l-4 4a4 4 0 105.656 5.656l1.102-1.101m-.758-4.899a4 4 0 005.656 0l4-4a4 4 0 00-5.656-5.656l-1.1 1.1"}]}]}]]}]
55:["$","ol","ade70a2405c2-parent",{"children":[["$","li","ade70a2405c2",{"children":[["$","strong","698a5f55997c",{"children":["Do recipients need to install any software?"]}],"",["$","br","node-2",{}],"No. They just authenticate via their email and OTP. Documents open securely in the browser. Downloadable PDF files can be opened with Adobe Acrobat Reader."]}],["$","li","147f89bce161",{"children":[["$","strong","4f36edfa25ec",{"children":["Can recipients forward the email?"]}],"",["$","br","node-2",{}],"Yes, but forwarded recipients cannot open the file unless the sender grants them access."]}],["$","li","7fe2fd10bc17",{"children":[["$","strong","37996c350dcd",{"children":["What happens if someone screenshots the document?"]}],"",["$","br","node-2",{}],"Print Screen and screen capture tools are disabled. Dynamic watermarks also deter photos."]}],["$","li","093ba9e75a2f",{"children":[["$","strong","2c7e9d2842ea",{"children":["Can I revoke a file after sending it?"]}],"",["$","br","node-2",{}],"Yes. At any time via the SecureMail dashboard."]}],["$","li","d109c9c2233b",{"children":[["$","strong","fd75b454b01e",{"children":["What file formats are supported?"]}],"",["$","br","node-2",{}],"Common business file types like PDF, Word, Excel, PowerPoint, and images."]}],["$","li","d9fcc2f4825d",{"children":[["$","strong","83a42c72bc90",{"children":["What happens if the download option is disabled?"]}],"",["$","br","node-2",{}],"Recipients can only view online. They cannot download, copy, or extract the content."]}]]}]
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