Personal email, Is it ever ok to use for business purpose?

Personal email, Is it ever ok to use for business purpose?

November 11, 2019 Email hosting 0

Recently I have been noticing that more and more business-like individual proprietors, consultants, freelancers, café owner are reverting to use “personal” email accounts like Gmail.com, Yahoo.com and Outlook.com etc.

What they don’t realise is that, their credibility is at risk as they appear unprofessional. Why would anyone trust an email from Gmail or Outlook? Having a professional email address, increases the brand visibility.

Personal email accounts exist outside of the IT department’s control. Larger businesses has the inherent risks, as the there will be no control on where the data will be stored. They are not subject to backup, archiving, security or governance so using them for business purposes, is a clear violation of compliance regulations.

Along with general availability of mobile email should be enough to preclude using a personal email account for business purposes.   If for example that user is out-of-the-office, they should be able to access their office mail from a smartphone or computer, and this is a far better route than simply resorting to their personal email account.

They are not subject to backup, archiving, security or governance so using them for business purposes, is a clear violation of compliance regulations.

UNPROFESSIONAL APPEARANCE

Most businesses need to have a way to archive email in case of litigation. If your employees use personal email for work, your business could lose access to all of that information when the employee leaves or may not be able to produce email in response to a discovery request.

LACK OF CONTROL

If personal email is used for work, you are unable to control emails that may contain sensitive client information. Business owners won’t have the ability to terminate email access if an employee leaves the company. A disgruntled former employee may have access to sensitive client information on their email account long after leaving your business.

LACK A WAY TO ARCHIVE EMAILS

Most businesses need to have a way to archive email in case of litigation. If your employees use personal email for work, your business could lose access to all of that information when the employee leaves or may not be able to produce email in response to a discovery request.

VIRUS AND CYBER SECURITY

Personal email accounts may not be subject to the same level of virus protection as your company email. All it takes is one infected email attachment to cause tremendous damage to your computer network or to expose sensitive client information to hackers.

 

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