How do you handle sensitive information in emails? What are some of the Dos and Don’ts when it comes to email management? How do I keep my mailbox secure? We are often asked all these questions during our client interactions and cybersecurity awareness training sessions. In this blog, we’ll explore Email Security Best Practices to help you safeguard your communication and sensitive information. Let’s delve into these topics!
Be Cautious and Vigilant
When it comes to handling sensitive information in emails, it is crucial to adopt a cautious and vigilant approach to safeguard both personal and organisational data. Human vulnerabilities are the weakest link in organisational cybersecurity, and email is one of the most common route taken by cybercriminals (malicious attachments, virus, ransomware, social engineering and phishing are mostly commonly observed). Here are some recommendations for securing your mailbox and protecting sensitive information lying in your mailbox:
1. Examine Email Sources:
- Verify/Question the Sender: Before interacting with an email, verify the authenticity of the sender. Check the email address to ensure it matches the official communication channels of the supposed sender.
2. Avoid Clicking on Suspicious Links:
- Hover Before Clicking: Hover your mouse over any embedded links to preview the destination URL. If the link seems unrelated to the email’s content or appears suspicious, refrain from clicking.
- Check for Typos or Variations: Cybercriminals often use misspelled URLs or slight variations of legitimate domain names. Scrutinise links for any subtle alterations.
3. Evaluate Email Content:
- Examine Urgency and Language: Be wary of emails that create a sense of urgency or employ aggressive language. Phishing attempts often rely on emotional manipulation to prompt quick actions.
- Look for Generic Greetings: Legitimate organisations usually address recipients by name. Emails with generic greetings like “Dear Customer” may raise suspicion.
4. Verify Requests for Sensitive Information:
- Contact Sender Independently: When an email requests sensitive information, independently verify the request by contacting the supposed sender through a trusted channel, such as a known phone number or official website.
- Use Two-Factor Authentication: Implement a two-step verification process for any sensitive transactions. This adds an extra layer of security and ensures that the person making the request has legitimate access.
5. Check Email Attachments:
- Avoid Opening Unexpected Attachments: If an email contains unexpected or unsolicited attachments, refrain from opening them. Malicious attachments can contain malware or ransomware.
- Verify File Extensions: Verify that file extensions match the file type. Cybercriminals may disguise executable files with familiar extensions to deceive recipients.
6. Employ Email Security Features & Best Practices:
- Enable MFA: Ensure that your mailbox remains inaccessible to others even if somehow they were to obtain or crack your email password by enabling multi-factor authentication or MFA.
- Do Not Share Your Passwords: Email passwords should not be shared with anyone. If there are messages or information that needs to be shared with other team-members in real-time, consider email forwarding or having a group email alias.
- A Strong & Complex Password That Should Be Changed Periodically: Ensure your passwords are unique, long and complex. It is also a good idea to change your passwords periodically.
- Enable Spam Filters: Ensure that your email platform’s spam filters are active. These filters can identify and divert potentially harmful emails away from your primary inbox.
- Use Encrypted Emails: When dealing with sensitive information, consider using encrypted email services. Encryption ensures that the content of your emails remains secure during transmission.
7. Educate and Train:
- Participate in Cybersecurity Trainings: Regularly engage in cybersecurity awareness training provided by your organisation. Stay informed about the latest phishing tactics and cybersecurity best practices.
- Report Suspicious Emails: If you encounter a suspicious email, promptly report it to your IT or cybersecurity department. Reporting aids in identifying and mitigating potential cyber threats.
By adopting these practices, you contribute to a robust cyber defence against phishing attempts etc. and protect sensitive information from falling into the wrong hands. Stay vigilant, question the legitimacy of unexpected emails, and prioritise the security of your digital communications. Ensuring email security is a critical part of maintaining overall application security within your organisation.
