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Email Security Best Practices

Cyber Security | June 18, 2024

Email is still a primary communication channel for businesses, but it also serves as a common entry point for cyber threats. As a leading managed IT provider, the team from Next Hop Solutions emphasises the importance of using and maintaining robust email security best practices to keep your business and employees safe. Here are some essential strategies businesses can implement to enhance their email security and protect their operations.

1. Implement Strong Authentication Measures

The first line of defence in securing email accounts is to ensure that access controls are both strong and effective. Businesses should adopt multi-factor authentication (MFA) for all email accounts. By requiring additional verification methods beyond just a password, such as a code sent to a mobile device, MFA adds an extra layer of security.

2. Use Advanced Email Filtering Tools

Advanced email filtering tools are crucial in protecting against spam, phishing attacks, and malware. These tools analyze incoming emails for suspicious links, attachments, and unusual sender information. By blocking potentially harmful emails before they reach the inbox, businesses can significantly reduce the risk of email-based cyber threats.

3. Educate Employees on Security Best Practices

Human error often plays a significant role in the success of cyberattacks. Regular training sessions for employees can greatly diminish this risk. Training should cover the identification of phishing attempts, the importance of not sharing sensitive information via email, and the procedures for reporting suspicious emails. Empowering employees with this knowledge is a critical step in fortifying a company’s email security and minimizing the risks of data breaches.

4. Regularly Update and Patch Email Systems

Keeping email software and systems updated is essential in protecting against known vulnerabilities. Cybercriminals frequently exploit outdated systems. By ensuring that all email-related software is up to date, businesses can protect themselves against these vulnerabilities.

5. Implement Email Archiving Solutions

Email archiving is not just about storage—it is also a security strategy. By securely archiving emails, businesses can protect themselves against data loss due to email deletions or cyber incidents. Moreover, these archives can help in regulatory compliance and legal discovery processes.

6. Develop a Comprehensive Email Security Policy

A well-defined email security policy is vital for maintaining the integrity and confidentiality of email communication. It also helps with avoiding the most common IT security mistakes. This policy should outline the acceptable use of email, guidelines for email attachments and links, and the protocols for reporting and responding to security incidents.

If you have any questions about email security best practices or need help setting it up email security for your business, feel free to contact the experts at Next Hop Solutions. Contact us by calling 1-855-482-5141 or using our online contact form.


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