keep work email safe

Important Steps To Keep Your Business Email Safe

This is a guest post by Alisa Bagrii.

Your business relies on email. You use it to communicate with clients, partners, suppliers, employees, and every other part you need to get in touch with. Your messages likely contain sensitive information, such as confidential details, including account numbers, addresses, and proprietary items.

While email may be one of the fastest and most convenient ways to communicate, it may not be as reliable as you think. Why? – Because it may not be secure. However, there are ways that you can beef up the security of your business-related email and make sure that the information you send doesn’t end up in the wrong hands. How? Below are some important steps to follow to make sure your business email is really locked up and secure.

Install Spam Filtering

Spam is sent to your email on a daily basis and clogs up your inbox. In other words, 45 % of all emails you get, is spam. These messages are usually just attempts to get you to buy something that you don’t need. Spam emails are more than just an annoyance; they can be a real danger. Open up a spam email and you run the risk of being attacked by phishing schemes and viruses that have the potential to steal sensitive data and shut down operations.

With spam filtering, you don’t have to worry about the annoyance or the dangers that are associated with those spam emails. Your business email will be secured from fraud, spoofing, and phishing attempt. You’ll have peace of mind knowing that you won’t have to worry about having sensitive information stolen; plus, you’ll increase the productivity of your employees, which will means more success for your business.

End-to-End Encryption

Sending emails that aren’t encrypted is like sending a postcard in the mail – anyone can read them. Hackers can easily intercept emails, which can lead to disaster. That’s why it’s important to make sure you have end-to-end encryption installed on your business emails.

When your emails are encrypted, only those who have access to software that can de-crypt it can read the messages (and you decide who receives that software). In short: end-to-end email encryption offers the highest degree of protection and confidentiality for your business email communications.

Email Verification

When it comes to receiving emails for your business, there are two things that you must be able to rely on:

  1. That the sender is actually the individual who email is attributed to.
  2. That the information in the email has not been tampered with.

Installing software that verifies both of these things will ensure the messages you receive are safe and secure before you open them.

Content Scanning

You should also consider making use of software that filters the content of the emails you receive. It’s not uncommon for emails to contain language, images, or other content that is inappropriate or offensive. By having the content of your emails scanned before they are opened, you can ensure that your workspace remains professional and won’t be disrupted by inappropriate messages.

Scanning software can also verify that the content of outgoing emails is appropriate, which will help to protect the reputation of your company.

Avoid Attachments

Attachments are an easy way to receive important information; but they are also an easy way for hackers to send viruses. According to DBIR (Verizon’s 2017 Data Breach Investigations Report), two-thirds of all malicious software was installed via email attachments. Be wary of any attachments you receive. Verify the sender before you open them and make sure that they are scanned before opening them. To really ensure your security, consider requesting that attachments not be sent; instead, ask for all information to be sent within the body of the email.

Make Employee Education a Priority

Even if you have the highest quality most secure technologies installed on your business email, they can’t replace one of the greatest risks to your business: human interaction. According to Intel, 97% of people worldwide are unable to identify a phishing email. Your employees are not the exception. They may be curious about opening up any and all emails that they receive, which could put you at serious risk of being hit by malicious spam that results in serious repercussions.

Make sure that all of your employees are well educated about proper business-related email conduct. Offer training sessions for incoming employees and offer follow-up or refresher courses to existing employees.

Keep Your Software Updated

Don’t just set up email for your company and go on about your business. Make sure that you always stay abreast of the server software you are using for your business email. By installing updates, you can avoid potential mishaps that may happen along the way. According to experts, some of the most important software updates include anti-spam and encryption updates.

The Bottom Line

Email is one of the most widely used applications used by businesses. When used correctly, it’s not only a fast form of communication, but it is also a safe one. Avoid security issues by implementing the above-mentioned security steps for company email.

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