We have had a couple of issues whereby users (due to outlooks auto name feature – no idea what the technical term is but in the to field there if you enter S, for example it then pre-populates people you have emailed before whose surnames begin with S) have mistakenly sent data to the wrong people. Fortunately this has as yet not been sensitive data but does appear to be a disaster waiting to happen.
Our managers are keen to incorporate any attachments with sensitive data to have password protection on them which must be communicated to the other party via another means, i.e. phone call. I am aware of the limitations in terms of say a docx password as they seem easy to crack.
But what other solutions are there that are idiot proof? I.e. to safeguard you the company from someone naively sending the email to the wrong person? What can be done to address this issue? Anything built into outlook/exchange that can help, or additional tools. Someone mentioned digital certs but I cant see how that helps, I just see that as encrypted to prevent interception? Whereas in this case interception isn’t the worry its sending to the wrong person, who will just get it plain text in their inbox?
Please keep answers low tech management freindly.