Securing Your Corporate Email
E-mail flow exists day-in and day-out during a work week. Sometimes e-mails aren’t as secure as one may think when sending information to recipients outside an organization. Taking practical safety measures and precaution when dealing with e-mails are key to protection for not just your company e-mail, but also your organization. Here’s how to protect your business’ e-mail privacy:
- Email and Server Encryptions
If you simply send e-mail without ensuring it’s encrypted, it can be intercepted and read by hackers. It’s imperative to incorporate e-mail encryption software to both e-mails as well as the connection between the servers. Whenever encrypting business communications, it’s up to you to ensure that your clients are provided with the necessary software needed to de-crypt it.
There are two things you must be sure of when it comes to business e-mail. It’s critical to know that the person who sent the e-mail is indeed the person who they acclaim to be; it’s also vital to know the data in the e-mail hasn’t been tampered with in any way.
- Be Cautious of Web-based Email
We advise caution when using Web-based e-mail accounts. If you are using a Web-based browser, always make sure the connection is encrypted with Secure Sockets Layer (SSL) protection. Check for https in the Web address bar.
- Enlighten Employees
The best security technology in the world can’t mitigate one of the primary sources of risk for your business: human curiosity. Not only should you ensure to keep securing outgoing e-mail; your company’s data can be at risk with incoming mail as well. Ever creative, the perpetrators now use botnets, bombarding unsuspecting victims’ computers to release barrages of what is known as blended attack spam. Malware that potentially compromises your network doesn’t exist in the e-mail, so the e-mail slips past security gateways. The malware is delivered when the curious recipient clicks on the URL in the e-mail to visit a website. Demonstrating examples of blended attacks to users is a good safety measure to uphold.
- Software Updates
More often than not, businesses just set up e-mail and leave it. It’s important to remain up-to-date with e-mail server software. Understanding vulnerabilities and continually installing updates and patches is critical. Make sure you’re receiving updates from the vendor when it comes to anti-spam protection software, says Anstis. When dealing with anti-spam protection software, make sure you’re always receiving updates from that vendor.
- Check Email for Content
Use a software product that will filter for content such as inappropriate language and images. Doing so will provide a professional work environment as well as protect your company’s reputation. Sensitive information such as credit card data and social security numbers should also be scanned for that you don’t want sent externally.
Taking the time to question and evaluate e-mail security is always a step in the right direction for most small businesses. Most of these systems are sent out without the users thinking of its security, and continue to just keep using them. E-mail by nature is not secure, which a lot of folks fail to understand.