Securing your emails is a given thing in this digital world. Since it’s the most traditional medium to communicate with your employees, it’s important for the businesses to ensure that it’s not compromised or intercepted. If in any case, this thing happens, you may end up paying a hefty price for this mistake/accident. However, the best way to avoid this to formulate specific email security standards for your business.
Here are some email security best practices that you could consider:
1 – Employ Secure SSL Servers for Email Communication
An encryption technology like the Secure Socket Layer (SSL) allows you to communicate with your email server using greater encryption security. It uses a private key and a public key to encrypt all email data, which only the recipient has access to. So, even if your email is intercepted, it would be unreadable for the intercepting party without the private key.
2 – Employ Enterprise Grade Spam Filtering
There’s more to spamming than just random ads. You may even become a victim of phishing scheme or accidentally download a malicious software from someone trying to fake his identity. This can happen to you as well.
Employ enterprise grade spam filtering to prevent these emails from entering your inbox. Thus you can do away with this risk completely.
3 – Formulate Internal Policies and Procedures
If policies and procedures are in places then it acts as a shield for your business. Rope in your employees and keep them informed about the processes. Here team work plays an important role.
Here are a few points to follow when setting up email policies and procedures:
• Can personal and business email accounts be combined?
• Is there another way to open attachments?
• What measures should be adopted for opening forwarded emails?
• Any restrictions while sending and receiving emails from external contacts?
Ensure that all employees are familiar with these policies. Also, they should know to whom to go to if they have any additional questions.
4 – Close and Forward Accounts for Ex-Employees
If any employee leaves the company, ensure to close their accounts. Forwarding means when an employee is shifted to other department or tasks his email account is forwarded to another employee on your team capable of completing or delegating the continued communication.
5 – Avoid Outlook For Mass Emailing
When there are professional sites designed to send mass emails, why use your outlook. Subscribe Constant Contact or Mail Chimp services. If you are using personal outlook, in all probability, it will be flagged as spam. This puts you at risk of being shut down by your email provider.
6 – Password Protection
Employees with mobile devices accessing company data should be using passwords to secure the information. This adds an extra layer of protection, preventing immediate access to emails, contacts and other data.
These are a few selected methods that help employees, customers and their data safe from security threats. Executing them on immediate basis protects your company from undesirable attacks.
If you have any more tips or best practices to share, go ahead. Use the comment box below for the same.