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What is email security all about?

Most consumers see email security with two specific lenses in mind:

  1. How do you keep people from sending malicious and unwanted emails to an account?
  2. How do you keep unwanted people from accessing your actual account?

These two questions address the majority of the security concerns when it comes to email. The first job of any email security plan should be to prevent unwanted emails from reaching the account. By volume, that means spam. Unwarranted businesses spam millions of email accounts every day. While this may be an inconvenience more than a hazard, it does mean valuable emails will slip through the cracks in the deluge. Spam can also easily cross the line into malware.

It’s even worse if someone gains access to your email account. Accounts are hubs of everyone’s logins, passwords, and trusted service providers. Anyone who reads through an archive knows the target’s banker, buying patterns, and personal contacts. Even if they don’t use that information to directly attack the account owner, they can more easily slip through the cracks by email contacts from this email.

But when it comes to your business email, you have more than just those two security concerns. Make sure your business email security addresses these three security concerns:

Are your attachments getting where they need to go?

Businesses have bigger attachments than private emailers do. There are a lot of spreadsheets, encrypted files, and folders with hundreds of files that need to be sent to various parties. But these can easily exceed the standard 10-megabyte cap on email attachments. Over time, collecting those attachments also means your account will exceed its portion of dedicated storage.

When the files have to be sent, this barrier can encourage employees to find shortcuts, such as an unprotected online file-sending site or an online tool to compress those files. But none of your company’s documents should ever leave it’s protected suite of programs.

Look for email services that can other extended storage and protected compression tools. An IT consultant could also help you find the right solutions for better file-sharing and intranet share drives that extend off-site.

Check the links before you’re directed to a webpage.

Most email services provide basic malware protection. But that usually takes the form of flagging suspicious emails or redirecting them straight to the spam folder. But if the emails make it through the security check, then your employees are more likely to trust it. So if it has a link that directs them to a mirrored site or false webpage that needs account information, your employees are going to click the link and enter the information.

You need layered protections to keep your company safe. This includes a service that checks the legitimacy of the links in a vetted email, not just a process for checking the email itself.

Verify the recipients.

Not all email security concerns involve a malicious actor. With all of the regulations and compliance mandates surrounding personal information, sending out any degree of client information can be dangerous. Make sure your email service helps reduce potential errors. This could include:

  • highlighting external email address. This will alert senders if a third-party email is on the list or if there’s a faked internal email on the list.
  • smart categorization of data types. Train your email service to read and flag certain types of data so your employees can follow the procedure regarding sensitive information in attachments.

Any time an employee needs to send an email, your email program should be making sure that every interaction is safe. Go to IT Networks Australia Pty Ltd to learn more.


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