In today’s digital workplace, email remains the #1 cause of data breaches, with human error accounting for over 85% of incidents involving sensitive information. From sending emails to the wrong recipient to accidentally attaching the wrong file, even well-meaning employees can cause significant damage.

That’s why Identillect Technologies developed Secure Scan—a powerful, automated safety net that protects your organization from costly mistakes before they happen.

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What Is Secure Scan?

Secure Scan is a smart feature built into Identillect’s Delivery Trust® email encryption platform. It acts as your last line of defense before an email is sent—automatically scanning outbound messages for sensitive content such as:

• Social Security Numbers
  
• Credit card details
  
• Medical records (PHI)
• DOBs
• Custom keywords (e.g., “confidential,” “invoice,” “HIPAA”)
  
  

If Secure Scan detects sensitive data, it prompts or forces encryption, even if the user forgets to do it themselves.

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 The Problem: Human Error Is Inevitable

Even the best employees make mistakes:

• Misaddressed emails: A simple typo in the “To” field can send protected health information (PHI) to the wrong person.
  
• Unencrypted attachments: A financial file might be sent without protection, exposing confidential client data.
  
• Forgotten policies: Staff under pressure may forget internal compliance steps, exposing the organization to risk.
  
  

According to Verizon’s 2024 Data Breach Investigations Report, 74% of all breaches involve the human element—whether through error, misuse, or social engineering. That’s why automation is critical.

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How Secure Scan Helps Prevent Data Leaks

Secure Scan solves these problems with four key benefits:

1. Automated Data Detection

Secure Scan actively reviews email content and attachments in real time. It looks for patterns like:

• ###-##-#### (SSNs)
  
• 16-digit card numbers
  
• HIPAA-related terms (diagnosis, treatment, patient ID)
  
• Industry-specific triggers (legal, finance, healthcare)
  
  

You define what to look for, and Secure Scan does the rest.

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2. Failsafe Encryption Enforcement

If sensitive data is found, Secure Scan will:

• Auto-encrypt the email, OR
  
• Prompt the user to encrypt, depending on your policy settings
  
• Log and flag the email for compliance auditing
  
  

This ensures no sensitive email leaves unprotected, even if the sender forgets.

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3. Customizable Keyword Triggers

Every organization is different. Secure Scan lets you set custom keywords or phrases to watch for—so whether you handle HIPAA, FERPA, GLBA, or client-attorney privileged content, you’re covered.

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4. Audit Trail & Reporting

Secure Scan logs all detected events, giving compliance officers full visibility. This is essential for:

• Proving regulatory compliance
  
• Internal audits
  
• Responding to potential breach events
  
• Training improvements
  
  

Real-World Benefits

• Reduces human error-related breaches
  
• Ensures compliance with regulations like HIPAA, GLBA, SOX, and GDPR
  
• Protects client trust and avoids costly penalties
  
• Helps meet cyber insurance requirements for proactive risk controls
  
  

Whether you’re in healthcare, law, finance, or education—Secure Scan is your built-in compliance coach.

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Smart Security That Works for Humans

Identillect understands that technology should protect people from their mistakes, not punish them for it. That’s why Secure Scan is:

Easy to deploy
Customizable to your industry
Invisible to the recipient
ntegrated into everyday email (Outlook, Gmail, webmail)

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Conclusion: Email Smarter, Not Harder

In today’s threat landscape, you can’t rely on memory or manual processes to protect sensitive data. Secure Scan provides the intelligent, automated safety net your team needs to communicate confidently—without compromising compliance.

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With Identillect’s Secure Scan, every email becomes a smart email.

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Want to see Secure Scan in action?
Schedule a personalized demo and discover how you can eliminate human error and boost your compliance posture—without changing how your team works.

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