As promised, I will be outlining the National Association of REALTORS® Best Practices from their NAR Data Security and Privacy Toolkit.  The National Association of REALTORS Legal Affairs Department outline the following Best Practices on Email.

Unsecure email accounts are open doors to cyber criminals.  Follow these guidelines to help keep that door securely shut and locked tight.

·        Whenever possible, avoid sending sensitive information via email.

·        If you must send sensitive information via email, make sure to use encrypted email.

·        Never trust contact information in unverified emails.

·        If an email looks even slightly suspicious, do not click on any links in it, and do not reply to it.

·        Clean out your email account regularly.  You can always store important emails on your hard drive.

·        Do not use free wi-fi to transact business.

·        Avoid using free email accounts for business.

·        Use strong passwords.

·        Change your password regularly.

These are quick and easy reminders of good email practices. I cannot emphasize enough the importance of secure email. We are in a very transaction heavy business full of NPPI (non-public personal information), and the information that we share should abide by privacy laws including Gramm-Leach-Bliley Act, should not include NPPI, and must be transmitted via secure, encrypted email. Here is a guide from the Federal Trade Commission on how to comply with the Privacy of Consumer Financial Information Rule. And, as a bonus, here is a webcast offered by the American Land Title Association on Best Practices: Protecting Non-public, Personal Information.

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RESOURCES:
https://www.nar.realtor/sites/default/files/handouts-and-brochures/2015/protecting-from-cyberfraud-handout-2015-11-24.pdf
http://www.realtor.org/law-and-ethics/nars-data-security-and-privacy-toolkit
https://www.ftc.gov/system/files/documents/plain-language/bus67-how-comply-privacy-consumer-financial-information-rule-gramm-leach-bliley-act.pdf