7 Best Email Security Measures for Businesses
Email is a commonly used communication tool for businesses, but it also poses a security risk if not properly protected. To secure your company’s email communications and protect against cyber threats, consider implementing the following seven email security tips.
1. Multi-Factor Authentication (MFA)
What is Multi-Factor Authentication (MFA)?
One of the best methods to safeguard your business from email security breaches is to enable multi-factor authentication (MFA).
- MFA provides an additional level of protection to the login process.
- MFA makes it more difficult for hackers to gain access to your account because they would need both your password and access to your phone in order to log in.
2. Continual Email Backups
Regular Data Backups
Regularly backing up your email data is a best practice for email security. Even if data is hosted in the cloud, it is critical to back up this data.
- Microsoft recommends you backup Microsoft Office 365 data.
- Google recommends you backup Google Workspace data (formerly GSuite).
Recent Vector Attack
A recent attack vector is that once a hacker gets access to a company’s email, they back it up, and then permanently purge the data and hold the company ransom to restore it. Being able to restore this data is critical in the event of such an attack.
3. Unique Passwords
Protecting Your Email Account
One of the biggest oversights people make when it comes to online security is using the same password for multiple accounts. To protect your email account, be sure to use a unique password that is different from the passwords you use for other online accounts. Implementing a password manager is the best way to successfully manage secure and unique passwords across all accounts.
Convenience and Security of a Password Manager
- You can easily access your passwords from any device, making it convenient for you to log in to your accounts.
- For each account, a password manager may create secure, one-of-a-kind passwords. It can also store your passwords securely, so you don’t have to remember them all.
4. Train Employees on Cybersecurity Awareness
Employee Cybersecurity Training
Another best practice for email security is to train your employees on cybersecurity awareness.
- Teach them about the dangers of phishing emails.
- Teach them how to spot fake emails that trick them into giving away their login information.
Social engineering schemes are constantly changing and getting harder to spot. It’s essential to educate users on what the current risks are.
5. Encrypt Emails
Protection of Critical Business Data
- Encryption provides an additional layer of protection for critical business data.
- Encryption significantly reduces the risk of sensitive data leaks due to email security breaches.
Many industries have compliance requirements, such as HIPAA, FINRA, SEC, PCI-DSS, CMMC, ITAR, and several others, that require that data be encrypted, including that sent via email.
6. Integrate an Email Security Filter
Why is this important?
Email is a primary means of business communication and a direct attack vector for cybercriminals, so it is vital to have a robust email security strategy in place. By integrating a Next-Gen email filter, you can proactively detect and block malicious emails, keeping your organization safe from cyber threats.
Protecting Your Computer
Modern email filters can scan emails for malware, phishing, user impersonation, fraud, spam, and other social engineering schemes. This helps to protect your computer from being infected by malicious software that could be used to gain access to your email account.
- Integrating a Next-Gen email security filter into your overall IT security strategy is a best practice
Real-time Antivirus Scanning
Real-time antivirus scanning can also scan for known and unknown threats in cloud storage. This provides an additional layer of protection to ensure your sensitive data is safe and secure.
7. Utilize a Managed Service Provider
Why Partner with a Managed Service Provider (MSP)?
One of the best ways to optimize email security is to partner with a managed service provider (MSP). Companies such as KaufmanIT specialize in offering a wide range of IT services, including email security, as an MSP. As security threats continually change, KaufmanIT can keep your company and data secure.
- MSPs have the expertise and resources to stay current with the latest security solutions and threats, ensuring that your company and data are protected.
- By partnering with an MSP, you can focus on running your business while they handle your IT security needs.
- MSPs like KaufmanIT can provide an email security audit to identify vulnerabilities and provide recommendations for improvement.