Email security is an on-going concern for all businesses that rely on computers, but by employing the right services whilst educating your staff on the various issues surrounding it, you can keep threats to a minimum.
In the past, scores of companies have seen their operations grind to a halt after certain attachments have been opened or when emails have been sent without encryption, but businesses can greatly reduce the chances of such problems surfacing by investing in high-quality encryption and anti-virus software.
Keep your Staff Educated
It can be all too easy to take email for granted, firing off sensitive content without any second thought but what would happen if an unauthorized third-party got hold of the information? Emails can contain everything from bank details to business plans, and many businesses have been sued after unwittingly broadcasting sensitive information to others. When you use the best software available and ensure that your staff are trained up on viruses, malware and any other security threats you can ensure that email security levels are kept high. Of course, developments in email security are occurring all of the time, so it is important to stay aware of any threats that might be imminent.
Encryption can be worth its weight of gold and means that even if an email is intercepted; its content is scrambled, ensuring that hackers are unable to make any sense of the content in it. Of course, problems can be caused by emails sent externally too, but by investing in a reputable filtering package you can keep unwanted email out of your network. Some companies have even invested in content filtering software which makes it impossible for material that could be deemed offensive to be circulated round the workplace.
Always Use a Secure Connection (SSL) When Retrieving Mail
For best security practices, your email provider or company should use a secure connection when retrieving mail. If the email account you’re fetching mail from supports Secure Sockets Layer (SSL) encryption, you can select this option when setting up your email client to have all information sent through a secured connection.
Email Was Not Designed With Privacy or Security in Mind
Encrypting the connection between you and your email provider means no one on the network in between can view email messages you send or receive. Once the email reaches your recipient however, and your recipient is on an email provider stores and transmits mail in plain text, there’s no telling whether your recipient will use a protected connection to receive or reply to your email. The safest practice if you do not want any eyes on confidential information is to transmit messages over an alternate encrypted communication service or app that guarantees your privacy.
Backup and Archive your Email
Ensure that your email provider or company is backing up your email. Archive your email at least yearly for performance and for the sake of keeping email records.
If you are looking for an email service and you’re not sure which email security packages to purchase, it can be a good move to read up on the various products and services available to you until you identify the right one for you. This article, Microsoft Exchange: Onsite or Offsite, might help company decision makers to review the pros and cons of onsite and hosted email. It is also important to consider the facility for secure large file transfer when investigating the best secure email service. To achieve the utmost level of network security within the whole of your operations, you can contact an IT contractor to visit your premises to perform a full IT audit. Weaknesses can stem from various parts of a network, and can be found in the form of inferior software and badly-configured hardware, to name but too. A high-quality IT auditor will be able to identify anything that could possibly be exploited, enabling you to close every potential loophole.
Stay Up To Date
When email security software is installed, it’s always wise to ensure that automatic updates are turned on too, in order for your business to constantly defend itself from the various threats that are being discovered all the time. Keep your workforce informed on your IT regulations and you should find that your IT framework stays prosperous.
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