Firms should always consider the worst-case scenario in their internal IT environment. The need to put in place procedures in the event of a disaster, and periodically update these procedures in order to be relevant to the current trends. IT leaders need to devise ways, a detailed description of what to do when the malware infection happens, especially through the corporate email channel. Where a company underwent a virtual heart attack right after a cybersecurity issue came to pass? We already forgot how many, but the fact remains the same there is no 100% security.
Organizations need to educate their employees how to spot fraudulent emails and alert them to the dangers of malicious emails. To draw the attention of the participants in such education, make the contents easy to understand and do not rely on technical terms. Actively encourage employees to report suspicious emails and provide feedback on the report. Automation is not bad, but the moment it is used to lessen actual human-to-human interaction is detrimental to the company as well. All the while adhering to generally acceptable ways of secure IT policies.
It’s also essential to coordinate messages for specific users. For example, it does not make sense to instruct employees in the human resources department not to open attachments from external addresses. The entire purpose of the department should not be nullified just in the name of security, they must respond to applications from job seekers for example. Since recent email leak incidents becoming a very common everyday thing in the world today, an increasing number of organizations have installed encryption protocols as an extension to existing email applications and encrypted email.
The email settings allow the recipient to ignore the read-receipt request. But there is a secure email application that forces the sending of these confirmation messages. When the email is sent, the sender receives an email notifying that the email has been forwarded to the email server. When the sent email is opened, a notification email delivered to the sender. If the email is not opened within 3 days, a third email will be sent to the sender to notify that the email has not been opened.
Such applications have the disadvantage of increasing email traffic. But it’s true that organizations can clearly track and audit what has been sent, received and read to the intended recipients. Such email audits are required to comply with the GDPR. Not only is the email sent, but it also proves that it has been received and read. But while encryption can prevent email content leaks, it does not block malicious content or attachments.
A series of email multi-layered security protocols will help greatly to ensure compliance with the GDPR. However, the only way to ensure that your organization is protected from email-based attacks is to educate your employees properly and actively encourage email protection. Alongside it, a plan to outsource the hosting of corporate email makes a lot of sense. Google’s GDocs or Microsoft Office 360 email services covers the support and maintenance of email servers. Let the big boys perform email management, and small companies should focus on their core business.