In a digital world, email security is important. It has historically been the most common medium we use in everyday operations to send important information. If emails are compromised or intercepted, you could be at risk for serious repercussions. The good news is, it is possible to prevent most unfortunate email security circumstances by setting email security standards for your business. Here are some of the email security best practices to include on your list of standards.
1. Use Secure TLS Servers for Email Communication
Transport Layer Security (TLS) is an encryption technology that allows you to communicate with your email server using enhanced encryption security. It uses two separate “keys” to encrypt all email data—a public key and a private key, which only the recipient has access to. This means that in the unlikely event that an email is intercepted, it won't be readable to the intercepting party without the private key.
2. Use Enterprise-Grade Spam Filtering
Here's the thing about spam: It's not just random ads. Sometimes, spam is malicious. You may find yourself on the wrong end of a phishing scheme or accidentally downloading malicious software from someone trying to appear as a reputable company. This can happen to anyone.
Enterprise-grade spam filtering can help prevent most of those emails from making it to your inbox in the first place, eliminating the risk.
3. Set up Internal Policies and Procedures
Policies and procedures mitigate errors by eliminating actions that put your business at risk. Tell your employees exactly what they should and should not do, and why, and you can work as a team to ensure email security. Here are a few questions for you to consider when establishing email policies and procedures for employees:
- Can employees combine personal and business email accounts?
- Is there a right way to open attachments?
- Are there any dangers to be aware of in forwarded emails?
- What restrictions are there for sending and receiving emails from external contacts?
4. Close and Forward Accounts for Ex-Employees
Closing an account ensures that when employees leave your organization, they no longer have access to their account and your business operations. Forwarding ensures the business they were handling becomes the responsibility of a current employee who's capable of completing or delegating the continued communication.
5. Don't Send Mass Emails with Outlook
Certain websites, like Constant Contact or Mail Chimp, are designed to send mass emails. If you use your personal Outlook account for mass emailing, your email address likely will be flagged as spam, which puts you at risk of being shut down by your email provider.
6. use Password Protection
Of course, not all email security breaches happen over the Internet. It can be as simple as having someone steal an unprotected laptop. Require your employees who use mobile devices to access company data to secure their devices with passwords. This will add a layer of protection, preventing immediate access to emails, contacts and other data.
Email Security Best Practices
As a business, it's imperative that you keep your employees, customers and data safe from security threats. By creating and implementing a standard set of email security best practices for employees, you can protect your company from undesirable attacks.
Uncover more tips and best practices specific to protecting your business, when you learn more about Marco's IdentifyIT service: