Email continues to be the most popular communication channel in the workplace. And since we live in an era of increasing cyber threats, email security is essential for every business. Not sure where to begin? Here are six email security best practices to adopt.
1. Install Transport Layer Security
Transport Layer Security (TLS) is a protocol that creates a secure link between computers in the same network. Any site with a TSL certificate means that the website has a distinct public and private key that allows encrypted sessions.
This TSL certificate also holds other information about the site in use, such as its domain name and site’s owner. Email security means utilizing TSL to secure emails. Doing so ensures intruders can’t read the content even when someone has unauthorized access since they’ll lack the private key.
2. Make Use of Spam Filtering
Phishing attacks are one of the hackers’ most common methods to trick email users. Once an employee clicks a link, they may provide access to information on everyone on their contact list. For instance, a phishing attack on the FBI’s email in 2021 allowed hackers to send sham cybersecurity warnings to at least 100,000 users. It’s best to introduce commercial spam filtering to mitigate the risks.
3. Introduce Strict Policies
Another email security best practice entails enforcing cybersecurity policies in the workplace. Your employees should know the do’s and don’ts of communication and what to do if they discover a phishing attack or any other cyber threat. A few questions to help you design relevant policies include:
- Are employees going to combine their work and personal accounts?
- What is the best way to access email attachments?
- What dangers should employees be on the lookout for?
- Should your company have specific email restrictions?
Tip: Train and hold refresher sessions to ensure new employees are updated with existing policies.
4. Permanently Close the Email Accounts of All Ex-Staff
Limiting access is one of the recommended actions for fortifying email security. Ensure that no ex-employees can access their accounts and other sensitive information. Plus, be sure to forward all the relevant correspondence to the person handling their tasks to promote continuity.
5. Avoid Mass Emails
Sending mass emails can result in flagging your email account as the spam filtering will consider it a spam address and consequently lead to the loss of your account. It’s best to limit yourself to the provider’s threshold recipient list.
6. Utilize Password Protection
It would be wise to introduce steps such as authentication that require all employees use a single sign-in additional password for an extra layer of email security.
As a company leader, it’s your responsibility to limit risks that could lead to substantial economic loss and impact your business’ reputation. Implementing the recommended best practices to safeguard you and your employees from evolving cyberattacks is a smart approach.
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