 simply require the recipient to possess the same key or password that the sender used.
Ask around, and you'll hear varied opinions on whether to use encryption. Certainly, it can add complexity to using your computer. It may be a minor inconvenience such as having to log in with a password every time you turn on your computer, or a major hassle, such as having to fool with a difficult interface every time you want to do anything on your computer. Encrypting large files can take a lot of time and computing power. Even worse, losing passwords or corrupting encryption program installations can lead to data loss. So why bother?
The answer is simple: if the data on your computer is sensitive enough, you should use encryption. For example:
If the answer to any of these questions is "yes," you should take steps to ensure the privacy of this data.
Keep in mind that you don't need to spot suspicious men in a satellite dish-equipped van parked outside your building to warn you that you are potentially at risk of data theft. Malicious hackers may find vulnerabilities in your Internet connection. It's a good idea always to assume that it's possible for someone to violate your computer's security and privacy, and act accordingly to prevent it. This is especially true if you are using Microsoft software, which is particularly vulnerable because it is so widely used. (Malicious hackers know they can cause the most damage by targeting widely used software programs.)
Even if you take the extra steps required to encrypt your data, there are still likely to be vulnerabilities that could allow a skilled or well-funded data thief to get access to your data. Read the section on vulnerabilities for details.
It's up to you to weigh the risk of data theft against the trouble it would take to guard against it by using encryption. Because the usability, learning curve, and difficulty of using these programs factors greatly into the equation of whether you want (or need) to use them, our software reviews focus on how easy it is to get started with the programs and to use them on a day-to-day basis. Since cost is also a major concern for non-profits, we have included reviews of several low-cost or free software options.
All encryption software programs choose an algorithm that they rely on to scramble and unscramble your data. Some programs use more obscure, proprietary algorithms, but others use widely available algorithms. The benefit of using an obscure algorithm is there is less likelihood that tools for cracking it are available. The benefit of using a well-known algorithm is that it has been thoroughly tested. If a vulnerability has not yet been discovered, finding one is probably very difficult.
(For more in-depth information on the various available algorithms, see Appendix B: What are the different kinds of algorithms that encryption software programs utilize?)
Software uses algorithms to encrypt your data in two ways: the symmetric key method, and the asymmetric key method. With either method, it is important to save a copy of your key on a floppy of zip disk, a CD, or another hard drive. Otherwise, if you lose or forget your key, or the key data gets corrupted, you will not be able to decrypt your encrypted data.
Many encryption programs scramble and unscramble with the same key. This simple scheme allows anyone possessing the key that encrypted the data to also decrypt the data. It is important, in order to maintain security, that the sender distribute the key to the intended recipient without letting it fall into the wrong hands. If the sender emails the key in a regular, unscrambled message, malicious parties could easily intercept it in transit. If the sender encrypts the key before emailing it, the recipient will need a second key to decrypt the first key. If the sender copies the key onto a floppy or zip disk, or CD, the disk could be lost in transit or misplaced by the recipient.
Only software programs utilizing this basic model, symmetric key encryption, allow the recipient to unscramble an encrypted message without using the sam