Email is an essential tool for businesses, but it also presents a serious security risk. Poor email security protocols can lead to data breaches, which can result in fines from regulatory bodies, the cost of remediation measures, operational downtime, and compensation for individuals affected by the incident. The long-term effects can include a loss of company stock value and damage to professional reputation. To avoid these unfortunate consequences, it is essential for businesses to implement correct email security protocols and practices.
Incorrect recipients
One of the most common mistakes that can lead to a data breach is when an employee sends an email containing sensitive information to the wrong recipient. This can happen when an employee mistypes the address of the recipient. To prevent this, it is essential to have proper email security protocols in place that require users to recheck the recipient’s address before sending an email.
Weak passwords
Another major security risk is weak passwords. If email accounts are protected by easy-to-guess passwords or those with minimal characters, it is easy for threat operators to access them. To avoid this, businesses should implement email security protocols that require employees to use strong, complex passwords. Additionally, two-factor authentication methods such as fingerprint or facial scans, or passcodes sent to mobile devices, can add an extra layer of security: this article by the Cybersecurity & Infrastructure Security Agency in the USA helps explain why.
Email threads
Email threads, or conversations involving multiple emails, can also present a risk for data breaches. When forwarding or replying to an email thread, it is essential to be mindful of the information that is being shared. If the thread contains private information, it is best to draft a new email instead of forwarding the thread to prevent the accidental disclosure of sensitive information.
Lack of encryption
One of the best ways to prevent data breaches related to email use is through the use of end-to-end encryption. This email security protocol involves the use of encryption software that scrambles the contents of an email, making it illegible to anyone except the sender and the intended recipient. The recipient is then issued a public decryption key that allows them to read the email. This ensures that even if an attacker infiltrates your email accounts, or if confidential information is sent to the wrong recipient, the data will still be protected.
In conclusion, businesses need to be proactive in implementing proper email security protocols and practices to prevent data breaches. This includes educating employees on the importance of accuracy when sending emails, implementing strong password policies, being mindful of email threads, and using encryption technology to protect sensitive information. By taking these steps, businesses can safeguard their assets and protect their reputation.
Start using encryption today
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