Email is a crucial communication tool for any business, but it also poses security risks if not properly protected. Implementing email security measures is essential for safeguarding sensitive company and customer information.
Why is business email security important?
There are several key reasons why businesses need to prioritize email security:
- Email contains sensitive data – Emails often contain confidential company information, customer data, financial details and more. This sensitive information could be exploited by cybercriminals or unauthorized parties if email access is not protected.
- Email security breaches can lead to data leaks – If an unauthorized party gains access to company email accounts, they could potentially leak or expose vast amounts of private data. Data breaches like this can lead to identity theft, financial losses and damage company reputation.
- Email phishing attacks target businesses – Phishing scams that mimic legitimate emails are often aimed at businesses in order to trick employees into providing login credentials or sensitive information. Lacking email security makes a business more vulnerable to these social engineering cyberattacks.
- Failure to secure email violates compliance regulations – Depending on their industry, some businesses are required by compliance standards like HIPAA and PCI DSS to implement safeguards for electronically transmitted customer data, including email.
- Unsecured email provides an entry point for malware – Links or attachments in unprotected email accounts can introduce malware like viruses, spyware and ransomware into a company network. This malicious software can jeopardize company systems and data.
Given the many risks, it is clear that companies must make email security a top priority in order to keep their data, customers and systems protected.
What are some best practices for business email security?
Businesses should implement layered email security utilizing both technology solutions and policies/procedures. Here are some top email security best practices:
Technology Safeguards
- Install a secure email gateway – A gateway scans all incoming and outgoing emails to block spam, detect malware and filter unauthorized access attempts.
- Enable two-factor authentication – Requiring a second form of authentication like a code sent to a mobile device improves account security beyond just a password.
- Encrypt sensitive emails – Encryption converts emails into coded form so only approved recipients can decipher and read the contents.
- Deploy anti-phishing filters – Advanced AI and machine learning can identify and block sophisticated phishing emails aimed at compromising accounts.
- Archive emails – Archiving systems preserve emails long-term so records are accessible if needed while clearing inbox clutter.
Policies & Processes
- Require strong passwords – Enforce password complexity standards across all email accounts to prevent easy guessability.
- Limit public email exposure – Avoid openly publishing company email addresses on websites or directories to minimize exposure.
- Restrict account permissions – Only give employees access to necessary email accounts according to their job roles.
- Report suspicious emails – Encourage employees to report any odd or concerning emails to IT for investigation.
- Educate on phishing risks – Regularly train employees on how to identify and avoid phishing attempts aimed at stealing credentials.
Combining the right mix of technology defenses and smart policies/training significantly bolsters email security posture for optimal protection.
What email security solutions are available?
The email security market offers many solutions for both cloud-based and on-premises implementations. Here are some top options:
Cloud Email Security
- Cisco Cloud Email Security
- Barracuda Email Security Service
- Proofpoint Email Protection
- Mimecast Email Security with Targeted Threat Protection
- SolarWinds Email Security
Cloud-based email security often provides a managed service integrated with Office 365 or G Suite email. Capabilities like AI-powered threat detection, archiving, encryption and phishing simulation help protect accounts and data in the cloud.
On-Premises Email Security
- Symantec Email Security.cloud
- Sophos Email Appliance
- Barracuda Email Security Gateway
- SpamExperts Email Security Gateway
- McAfee Email Security
On-prem email security uses gateway appliances installed in the network. This allows for localized control and customization. Typical features include spam blocking, virus scanning, impostor email detection, data loss prevention and reporting.
Hybrid Deployments
Some solutions offer hybrid options that layer cloud-based protections on top of on-premises email gateways. This provides advanced threat prevention like machine learning with existing hardware investments.
How can I train employees on email security best practices?
Effective employee training is one of the most important aspects of email security. Here are some tips for training staff on security awareness:
- Hold regular training sessions (annually at minimum) to review policies and reinforce skills
- Send simulated phishing emails to test employee response rates
- Use engaging training content like videos, quizzes and games
- Ensure training covers email risks, phishing identification, strong passwords and reporting procedures
- Mandate cybersecurity training for all new hires during onboarding
- Send regular email reminders on risks and best practices
- Track training participation and assess comprehension through testing
- Make training mandatory rather than optional
- Incentivize engagement through prizes, recognition or rewards programs
Training significantly improves human firewall security for defending against phishing and social engineering. A layered approach utilizing various training methods and frequencies will keep security top of mind for employees.
What should I do if an email account is compromised?
If a business email account is suspected to be compromised, act quickly with the following response:
- Reset the account password and enable 2FA if not already activated. This secures the account and blocks the attacker.
- Contact the email provider to report the incident and request assistance recovering the account.
- Determine scope of the breach by identifying what systems/data the account had access to.
- Notify customers if their personal information was potentially exposed in line with breach notification laws.
- Launch an investigation to figure out how the account was compromised and prevent recurrence.
- Increase training on phishing/social engineering threats which often facilitate account takeovers.
- Assess cyber insurance policy coverage for any costs related to email breach response.
- If malware caused the breach, remove all affected systems from the network and restore from clean backups.
- Develop a communications plan and notify affected parties as appropriate.
An swift, organized response is essential when email security is compromised. Take action to secure accounts, analyze damage, restore data and prevent future recurrence of similar breaches.
How can email security solutions integrate with other systems?
Robust email security requires integration with adjacent systems and tools to enable more holistic protection. Some ways email security platforms can integrate include:
- SIEM Integration – Send email security logs and alerts to Security Information and Event Management (SIEM) systems for correlation and reporting.
- Active Directory Integration – Sync email account details and access permissions from AD for centralized user authentication.
- Endpoint Integration – Coordinate with anti-malware endpoint software to block email threats trying to reach user inboxes.
- Cloud App Integration – Interlink email security settings with cloud application access controls for consistency.
- Network Sandboxing – Inspect email attachments in an isolated sandbox environment to check for hidden malware.
Integration enables email security to share signals and coordinate defenses with other security tools for fully layered protection across the environment.
What compliance requirements apply to business email security?
Email security is necessary for meeting compliance mandates in regulated industries. Some major compliance standards with email security implications include:
HIPAA
The Health Insurance Portability and Accountability Act (HIPAA) requires healthcare organizations to implement safeguards for patient health information transmitted electronically. Unsecured emails containing protected health information (PHI) would violate HIPAA rules.
PCI DSS
The Payment Card Industry Data Security Standard (PCI DSS) applies to merchants and processors handling credit card data. PCI DSS requires securing cardholder information sent over email channels.
SOX
The Sarbanes-Oxley Act (SOX) mandates internal control documentation and assessment for financial data. Public companies must ensure financial emails are accurate and protected from unauthorized changes.
GLBA
The Gramm-Leach-Bliley Act (GLBA) governs protection of consumer financial data. Financial institutions must safeguard customer information transmitted through email.
GDPR
The EU’s General Data Protection Regulation (GDPR) enforces data privacy rights. Emails containing private EU citizen data must be secured in transit and stored encrypted.
Adhering to industry and geographic email compliance requirements reduces risk of steep fines, lawsuits and reputation damage.
What risks remain even with email security controls?
While robust email security controls substantially reduce risk, some threats remain hard to eliminate completely. Residual risks include:
- Highly targeted spear phishing – Advanced phishing tactics researched specifically against employees can trick users despite awareness training.
- Compromised home networks – Employees accessing email from home Wi-Fi not protected by corporate security are vulnerable.
- Credential theft outside email – Attackers stealing passwords through breaches of other accounts can log into associated email.
- Rogue employees – Insider threats from employees abusing granted email access for malicious purposes.
- Third-party access – Business partners or vendors with email account access outside the organization’s control.
Layered controls and vigilance are needed to minimize these stubborn email security risks. Ongoing employee education and IAM controls also help address persistent threats.
Conclusion
Safeguarding business email is imperative for information security in today’s digital world. A combination of gateway security tools and policies for users significantly reduces risk of phishing, malware and unauthorized access. Companies that neglect email protection put sensitive data and operations in jeopardy. But those that implement strategic email defenses can rest easier knowing this vital communication channel is secured.