Did you know that your company emails contain as much as 80 percent of your business records at any given time? To keep your sensitive business information secure as possible, you need to follow through with email best practices. As we all know, email has become the dominant channel when it comes to business communications. To ensure your company or small business is meeting email compliance standards, you need to hire a professional IT consultant to properly manage your email infrastructure.

With professional IT support services, you can have a peace of mind that your company email compliance is clear and your email infrastructure is safe and secure. By hiring an outsourced IT support team, you can have your email infrastructure usage audited and have the right rules set to regulate your company email for local, regional, national and international laws related to email communications.

Professional IT specialists understand how important it is to avoid any incident of data loss from your email communication systems. With the right IT support, you will be able to:

  • Block email viruses that come from email attachments
  • Encrypt emails so the intended email recipient(s) can only read the messages.
  • Monitor your email system 24 hours a day to prevent threats by malicious email users.
  • Improve the flow of email sent, going, and circulating within your company
  • Monitor who sent what emails, when, and to whom.
  • Prevent spam, phishing, and malware.

The following list below is a list of common email best practices that are highly recommended to be observed:

  1. Only open attachments when you are expecting an email attachment to be included.
  2. Have Adobe Acrobat reader set up on your computers and mobile devices to scan your PDF attachments for computer viruses.
  3. Hover your mouse over hyperlinks that you find in your emails to see if the link is leading or will be directing you to a trusted and legit website domain.
  4. Look and observe the subject line of the email. Is it a generic greeting or one that addresses you by your formal name? Legitimacy is key.
  5. Have employees add key phrases to email subject lines to confirm a sent email is safe to open. This is one of the best ways to avoid opening emails that contain harmful or malicious content.
  6. Consider using two email addresses: one for companies or groups you do business with, and another for strictly personal use.

What About Users?


Indeed, the other security weakness that applies to all systems is the users themselves. What if your staff decide to send out information that you don’t want to be sent out? What if they send out information that brings down the company’s or your business’ reputation? Lastly, what if members of your workforce are sending out information because they wish to either sell the information or start up in competition with you?

Well, the truth is if someone really wants to get information out, they will. However, many companies and services will gladly take your money off you to help provide insufficient systems to deal with the problem. For example, imagine if you block all email users from sending out spreadsheets, in case they are customer lists, unless they are approved by a manager or administrator. Well, they will then send out the file as a text file in the content of the email. If you block all files, they could still take screenshots, send a file via Skype, or many other communication tools available.

Also, users need orientation in order for them to be aware on what links they should NOT click on and be familiarized on what a scam or phishing email looks like.

Other Security Measures


Another valuable step to safeguarding your email is to encrypt your files before attaching and sending them out. But be sure to share encryption passwords safely with those whom you can trust. It is recommended to share encryption passwords by phone, text message, or in person rather than thru email. Just make sure that you’re calling the right person or sending the message to the right number.

Here are additional security measures that you can also do:

  • Rigorous archive and backup processes
  • Use of anti-spyware, anti-virus, anti-malware programs and firewalls
  • Running applications that are common malware gateways (email clients and web browsers) in separate virtual machines
  • Using software that forces you and your staff to confirm an outgoing email’s attachments and external recipients

Bottom line, no matter how strict your deadline is or how urgent the need to send a document, it’s better to spend a few seconds safeguarding your enterprise data than face the irreparable consequences of a security breach by accidental disclosure.

Also, remember to not put your trust in the auto-complete feature. You may want to double-check those recipients — and attachments, too — before clicking the Send button.

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This entry was posted by Staff Writer on Thursday, September 8, 2016 at 6:24:01 AM and is filed under Computer Security & Data Protection.

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