According to the 2021 Data Breach Investigations Report by Verizon, 85% of data breaches are caused by the loss or theft of login credentials.
Of all the ways that hackers can steal your login credentials, email is the most common. That means that if you want to protect your organization from a data breach, the best place to start is by securing your email infrastructure. Security issues in e-commerce often stem from weak email security, leading to compromised accounts, fraudulent transactions, and customer data breaches. By strengthening your email defenses, you can minimize the risk of cybercriminals exploiting vulnerabilities in your online business.
1. Use an Email Security Gateway
An email security gateway is a cloud-based service that filters and protects your email traffic before it reaches your server. It uses a variety of security measures to prevent phishing attacks, malware, spam, and other threats from getting through.
The email security gateway also encrypts your email traffic, so it can’t be intercepted or read by unauthorized users. This is especially important if you’re sending sensitive information, like financial data or personal information.
An email security gateway is a must-have for any business that relies on email. It’s the first line of defense in your email security strategy and can help prevent many common threats from reaching your inbox.
2. Set Up SPF
Sender Policy Framework (SPF) is an email authentication protocol that allows you to specify which IP addresses are authorized to send email on behalf of your domain. SPF helps prevent spammers and phishers from sending emails with forged “from” addresses.
When an email is sent from an IP address that isn’t included in the SPF record for the sending domain, the recipient’s email server can reject the message or mark it as spam.
SPF is a simple and effective way to protect your domain and your email recipients from phishing and other malicious activities. It’s easy to set up, and it’s free.
DKIM and DMARC Records
DomainKeys Identified Mail (DKIM) is an email security standard that uses public-key cryptography to authenticate the identity of an email sender and the integrity of the message. DKIM records are used to sign outgoing email messages with a digital signature that can be verified by the recipient’s email server.
Domain-based Message Authentication, Reporting, and Conformance (DMARC) is an email security standard that uses SPF and DKIM records to authenticate the identity of an email sender and the integrity of the message. DMARC records are used to specify the actions that the recipient’s email server should take if an email message fails authentication.
For example, you can use a DMARC record to specify that email messages that fail authentication should be rejected or quarantined. You can also use a DMARC record to specify how the recipient’s email server should report email messages that fail authentication.
3. Use a Secure Email Certificate
A Secure Email Certificate (SEC) is a digital certificate that allows you to send encrypted and digitally signed emails. This means that only the intended recipient can read the email, and they can verify that it came from you and not someone else.
To use a SEC, you will need to install the certificate on your email server. Once installed, you can configure your email client to automatically encrypt and sign outgoing emails. You can also manually encrypt and sign individual emails.
There are several different types of SECs to choose from, including basic, individual, and enterprise. The type of SEC you choose will depend on your specific needs, such as the number of email addresses you want to secure and the level of identity verification you require.
A SEC is an important tool for securing your email infrastructure and protecting your data. With a SEC, you can ensure that your emails are encrypted and that the recipient can verify your identity.
4. Encrypt All Outgoing Email
Encryption is the process of encoding a message so that only the intended recipient can read it. When you send an encrypted email, it’s converted into a code that can only be read with a secure decryption key.
Encrypting your emails helps ensure that sensitive information is only accessible to the people who need it. It’s especially important when you’re sending emails with personal or financial information, like invoices, W-2 forms, or payment receipts.
Most email providers offer some form of encryption, but it’s not always easy to use. For example, Gmail uses Transport Layer Security (TLS) to encrypt emails in transit, but the recipient must have a Gmail account to access the encrypted message.
If you want to encrypt emails for recipients who don’t use the same email provider as you, you can use a third-party email encryption service like ProtonMail or Virtru. These services make it easy to encrypt emails and attachments, and they work with any email provider.
In addition to encrypting the body of the email, you can also encrypt file attachments. Most email encryption services allow you to encrypt file attachments with a password, so the recipient must enter the password to open the file.
5. Use Strong Passwords
Using a strong password is one of the most basic things you can do to protect your email accounts and data. It’s also one of the most important.
A strong password should be at least 12 characters long and include a mix of upper and lowercase letters, numbers, and special characters. It should also be unique to each of your email accounts and other online accounts.
To help you create and manage strong passwords, you can use a password manager. Password managers generate strong, unique passwords for all of your accounts and store them in a secure vault. This means you only have to remember one master password to access all of your accounts.
6. Enable Two-Factor Authentication
Two-factor authentication (2FA) is an extra layer of security used to ensure that people trying to gain access to an online account are who they say they are. First, a user will enter their username and a password. Then, instead of immediately gaining access, they will be required to provide another piece of information. This second piece of information is typically a code that is sent to the user’s mobile device or email address.
Two-factor authentication can be a pain, but it’s a good way to protect your email account. That way, even if a hacker gets hold of your password, they won’t be able to access your email account without the second piece of authentication.
7. Use Email Encryption
Email encryption is the process of encoding your email messages so that only the intended recipient can read them. This is an essential security measure if you need to send sensitive information via email.
There are two main types of email encryption: PGP (Pretty Good Privacy) and S/MIME (Secure/Multipurpose Internet Mail Extensions). Both types use a combination of public and private keys to encrypt and decrypt email messages.
Most email services offer some level of encryption, but it’s usually not turned on by default. Make sure to enable email encryption on your account to protect your data.
If you need to send an encrypted email to someone who is not using an email service with encryption capabilities, you can use a third-party encryption service, such as ProtonMail or Virtru.
8. Educate Your Employees
Your employees are your first line of defense against phishing attacks and other email-based security threats, so it’s important to make sure they’re well-trained.
Educate your team on the importance of email security and best practices for identifying and handling suspicious emails. Regular training sessions will help to ensure that everyone is up to speed with the latest threats and how to respond to them.
9. Use Secure Email Hosting
Email hosting providers offer a range of services to help you protect your email infrastructure, including:
• Data encryption
• Email authentication
• DDoS protection
• Spam and virus filtering
• Secure email storage
• Email archiving
• Email monitoring
When choosing an email hosting provider, look for one that offers end-to-end encryption, two-factor authentication, and other security features to protect your email data.
You should also consider whether you want a cloud-based email hosting solution or an on-premises one. Cloud-based solutions are more cost-effective and easier to manage, while on-premises solutions offer more control over your email data.
10. Use Secure Email Clients
Finally, use secure email clients and apps to send and receive emails. These apps use end-to-end encryption to protect your messages from being intercepted and read by hackers.
Some of the best secure email clients include:
• ProtonMail
• Tutanota
• Hushmail
• Mailfence
• CounterMail
You can also use email encryption services like Virtru or Mimecast to secure your messages. These services allow you to send encrypted emails to anyone, regardless of whether they have an email encryption service.
When you use a secure email client or encryption service, your email messages are automatically encrypted before they leave your device. This means they can only be read by the intended recipient, even if they are intercepted by a hacker.
11. Regularly Update Your Software
Email security threats are constantly evolving. That’s why it’s essential to keep all your software up to date, including your email server, email clients, and any other software you use to manage email.
Developers are always releasing new updates and patches to protect against the latest security threats. If you don’t install these updates, your email infrastructure could be vulnerable to attack.
Outdated email security can be just as risky as outdated web design. Websites that need redesign often lack modern security protocols, making them easy targets for cybercriminals. Ensuring both your website and email systems are regularly updated helps protect sensitive data and prevents security breaches.
Most software will allow you to turn on automatic updates, which can make the process much easier. But even if you have automatic updates enabled, it’s still a good idea to check for new updates regularly.
12. Use Secure Email Archiving
Email archiving is a must for businesses. It’s not only a legal requirement in many countries, but it also helps to protect your data and ensure that your email communications are secure.
Secure email archiving services like ArcTitan allow you to securely store and easily access your email communications. ArcTitan uses advanced encryption and data protection technologies to ensure that your email data is secure at all times.
By using a secure email archiving service, you can protect your data and ensure that your email communications are secure and compliant with all relevant laws and regulations.
13. Set Up a Secure Backup
Finally, make sure that you set up a secure backup system that will automatically copy all of your emails and attachments. This will ensure that you can quickly and easily restore any lost or deleted data.
In addition to backing up your data, you should also back up your email infrastructure. This includes things like your email server, email clients, and any other software or hardware that you use to manage your email.
Conclusion
Email security is a critical part of your business’s security strategy. By following the email security best practices we’ve outlined in this post, you can better protect your business, employees, and customers from cyberattacks and data breaches.
And while securing your email infrastructure, don’t forget to stay active on social media platforms to promote your business and engage with your audience. Speaking of which, the best time to post on TikTok is key when managing your online presence.
