Here is the list of some effective email security tips for small businesses
Emails are important tools of communication, and there isn’t a business today that can function without emails. Email impersonation, phishing, ransomware, and data breaches are made possible without the presence of an extensive email security service and policy. We have compiled 5 essential email security tips for helping small businesses protect themselves. Read more about them below.
Set A Limit For Forwarding Emails
- Email forwarding is a common practice, for businesses of all sizes and types. It is how employees and managers communicate with one another, to share useful information about the company. If an employee’s computer’s security has been compromised, then the hacker can use that system to send out mass emails (as forwarded email messages) and infect other computers as well. Similarly, hackers can use an employee’s computer to send critical information about the business to people outside the business, thus causing a data breach.
All of these problems can be avoided by setting a limit on forwarded emails, per employee per day. An automated system can check if an employee is sending too many emails, and it can alert the security team to verify if those emails were in fact intended to be sent.
Use Email Encryption Services
- Most email service providers offer encryption as an add-on service. This helps to encrypt the email and its content while it travels from one computer to the other one. An encrypted email can only be decrypted at the receiver’s email mailbox. If the email server has been compromised by hackers, they will still find it difficult to decrypt the encrypted emails and hence the risk of a data breach becomes low.
Some IT security services provide additional services such as setting viewing permissions, email expiry, email recall, email read status, and virus checks for their customers. This adds an extra layer of protection for the emails.
Use Two-Factor Authentication
- Based on the ever-increasing security threats, businesses have realized that a strong password is no longer enough to protect their system and emails. Almost every email service provider is now offering two-factor authentication.
After the correct password has been given to the system, it prompts the user to enter a unique one-time generated pin code. This pin code can either be generated by an app on the user’s cell phone, be sent to the user as an SMS text, or even sent to another email. After the correct pin is entered, only then can the user access their system and emails. Reports suggest that two-factor authentication has reduced email security problems by 70%.
Train Employees To Identify Security Risks
- A business-wide training program is necessary to help employees identify security risks and threats. The employees are trained to identify how to spot phishing emails, scams, and malicious emails.
These training are conducted by the business’s security team or by the IT security service provider.
Auto-Delete Old Emails
- Most email service providers and IT security providers give this service as an add-on to their customers.
The business can set an expiry date on the emails that they send out to clients or other businesses. After the expiry date has passed, the email auto-deletes from their email mailbox. This helps to ensure, that in case the client’s computer gets compromised by a hacker, the business’s data can remain safe and secure.
If you want to protect your business from email-related security threats, call Outsource My IT at 973-638-2722. We are a highly skilled team of security specialists and an IT security service provider, based in New Jersey. We will conduct a security risk assessment of your business and provide you with a comprehensive email security solution that best fits your budget and needs.