If you have decided to use secure email, it is important to make clear agreements about this within your organization. Below are some examples of such agreements.

1. Do you use secure email only for recipients outside the organization, or also when emailing colleagues?
2. When do you send sensitive information and enable “secure email”?
3. How do you protect messages with additional recipient verification? Do you use an SMS code or a password?
4. Who can users contact if they have questions about Zivver?

External only or also internal?

In principle, all messages can be sent securely, including messages to colleagues. If you have already taken sufficient measures to secure your internal email traffic, you may choose to use Zivver only for external recipients.

When do you enable “secure email”?

In which processes do employees within your organization share sensitive information? For example, a doctor shares a patient file with a specialist, or a manager sends a performance review to the HR department. If a data breach occurs in such processes, the impact on the organization can be significant. Agree on when to enable “secure email” so that sensitive information is sent securely.

Additional recipient verification

With secure email, messages are always stored encrypted on Zivver’s secure servers. The recipient receives an email notification with a link to open the message. However, if others also have access to the recipient’s mailbox, they could open the message as well. You can eliminate this risk by enabling recipient verification.

With recipient verification, you enter the recipient’s mobile phone number, or you use a password that you agree on with the recipient in advance. The recipient can then only open the message with a code sent via SMS or with the agreed password.

Recipient verification therefore makes your email extra secure. However, it does require you to request a mobile phone number for each recipient or agree on a password. Make agreements with your colleagues on whether you will use this.

Support

It is useful to designate a person or department that colleagues can contact if they have questions about Zivver. Is this a direct colleague acting as a superuser? Or perhaps your IT service provider who also manages your workstations? Make sure these colleagues become familiar with Zivver and are prepared to answer user questions.

Of course, Zivver is also available to support users. Zivver can be reached via the support portal.