Email CC vs BCC and the impact each has on your business operations

The Importance of Knowing the Difference: CC vs. BCC in Email Communication

In this episode, we're covering a topic that many people overlook but is critical for email security: understanding the difference between CC and BCC.

It's astonishing that in 2023, email remains a common target for cyberattacks and data breaches.

We'll explore the reasons behind this and share guidance from the Information Commissioner's office (ICO) on how to send bulk communications safely.

We'll also discuss a real-life case of a data breach caused by misuse of the CC field, highlighting the potential consequences of getting it wrong.

If you're new, welcome to Techcess, the show that helps you get the right technology and cybersecurity in place to enable your business to thrive.

I'm Mark Riddell, host of the Techcess podcast.

In this episode I want to explain the importance of understanding the difference between CC (carbon copy) and BCC (blind carbon copy) in email communications.

Despite the technological advancements of the modern era, email remains a widely used and vulnerable platform for cyberattacks.

Data breaches often result from improper use of CC, posing significant risks to businesses and individuals alike.

The Information Commissioner's Office (ICO) has published guidance on this issue, emphasising the need for organizations to adopt appropriate security measures when sending bulk emails.

The Consequences of Misusing CC

The ICO has observed a disturbing trend of data breaches caused by incorrect usage of CC.

These breaches have the potential to cause real harm, especially when sensitive personal information is involved.

NHS Highland, an NHS organization, was reprimanded after inadvertently exposing the email addresses of individuals accessing HIV services due to a CC error.

The ICO's response highlights the severity of such breaches, as this incident could have resulted in a significant fine if it had occurred in the private sector.

Protecting Personal Information

Even if an email does not contain sensitive content, the mere knowledge of who received the email can inadvertently disclose confidential information.

It is crucial for organisations to assess and implement appropriate technical and organisational security measures when sending bulk emails.

Training staff on security protocols is also essential to reduce the risk of data breaches. Considering alternative secure methods, such as bulk email services or mail merge, can help prevent accidental disclosure of personal information.

Useful links I mention in the episode that you might like to check out

And here's some guidance on using mail merge:

https://support.microsoft.com/en-au/office/use-mail-merge-to-send-bulk-email-messages-0f123521-20ce-4aa8-8b62-ac211dedefa4

What you'll learn from listening to this episode of Techcess

1. Introduction to the importance of knowing the difference between CC and BCC in email communication.
- Email as a commonly used and vulnerable communication method.
- Data breaches resulting from email misuse.

2. The guidance provided by the Information Commissioner's Office (ICO) regarding bulk communications via email.
- Explanation of CC and BCC functions in email.
- Limited visibility of the BCC field in email clients creates challenges.
- The assumption of prior knowledge when hiring staff and potential risks.

3. The impact of negligence in using BCC correctly.
- Top data breaches reported due to incorrect use of BCC.
- Real harm caused, especially when sensitive personal information is involved.

4. A case study showcasing the consequences of CC misuse.
- Reprimand issued to NHS Highland for emailing sensitive information to multiple recipients using CC.
- The recognition of personal email addresses by unintended recipients.

5. Regulatory response and consequences for negligent behavior.
- Oversight by ICO and the potential for fines and penalties.
- The reprimand issued to NHS Highland and their commitment to improving their practices.

6. Recommendations and actions to prevent email breaches.
- Alternative methods to protect personal information when sending bulk emails.
- Training staff on security measures when sending bulk emails.
- Assessing the appropriate security measures for bulk email communication.
- Considering individual emails for small recipient groups instead of bulk emails.

Timestamped Summary:

00:02:30 Proper email security is often underestimated.
00:04:03 Warning and enforcement measures for data breaches.
00:08:12 Guidance for secure bulk email communication.
00:11:14 New workforce needs training on email security.
00:14:50 Use caution with mass emails. Consider bulk email solutions like MailChimp.

00:16:12 Break for Annie's Tech Update

00:18:25 Time-limited secure email service for large files.
00:21:07 Intriguing Intel and Gigglebytes

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Mark Riddell's technology podcast "Techcess" is an m3 Networks production. Mark and the team have created this podcast to help you and their clients understand how technology can help them in their industry and business, including helping them with cyber security solutions. To find out more about Mark Riddell and the rest of the m3 team, visit them here and follow them on Linkedin.

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