Secure Your Business Email: Tech Strategies

With the increasing prevalence of cyberattacks, it’s essential to prioritize email security to keep your small business information safe. 

Here, we’ll provide a guide to secure email, including email security, email server protection, email encryption, email password security, email retention policy, and employee email security training.

To discuss options with our team, contact Sovran today at (651) 686-0515 or fill out our contact form.

Email Security

Email security is crucial for protecting your business against threats such as phishing attacks, ransomware, and other cyber threats. One way to ensure email security is to use a secure email service provider, such as Microsoft Office 365. Office 365 offers advanced security features such as multi-factor authentication, message encryption, and advanced threat protection to help protect your business information.

Email Server Protection

Email servers are a prime target for cybercriminals because they contain sensitive business information such as client data and financial records. To protect your business information on email servers, you should implement strategies such as:

  1. Regularly back up your email data to prevent data loss due to system crashes, cyber-attacks, or hardware failures.
  2. Use an email archiving solution to retain all email communications for a specific period. This helps with compliance, audit requirements, and e-discovery needs.
  3. Utilize spam filters and antivirus software to block unsolicited emails and viruses.

Email Encryption

Email encryption is the process of encoding email messages to protect them from unauthorized access. This can be done through a secure email service provider, such as Office 365, which uses Transport Layer Security (TLS) to encrypt emails in transit. It is also possible to use email encryption software like Cisco’s Email Security to encrypt emails at rest and in transit. This can help to protect sensitive business information and ensure compliance with privacy regulations.

Email Password Security

Password security is essential for protecting email accounts from unauthorized access. Employees should be encouraged to use strong passwords that include upper and lowercase letters, numbers, and special characters. Passwords should not be reused across different accounts. Password management software like Passly from ID Agent can help ensure password security across all company accounts, including email.

Email Retention Policy

A retention policy defines how long emails should be kept and when they should be deleted. This policy helps to ensure compliance with legal requirements and regulations while also minimizing the risk of data breaches. You should consider implementing an email retention policy that aligns with industry standards and regulations. This can be achieved by using tools such as Barracuda’s Archiving and Backup Solutions, which allow for granular retention policies.

Employee Email Security Training

It’s essential to train employees on email security best practices. Employees should be trained on how to recognize and avoid phishing emails, how to create strong passwords, and how to report suspicious activity. Meraki’s security cameras can also help monitor employee activity and deter malicious behavior. Regular training and reinforcement of security policies can help to ensure that employees understand the importance of email security and are better equipped to protect sensitive business information.

Secure Your Business Email: Tech Strategies

Email security is essential for small businesses and nonprofit organizations. By implementing the strategies discussed above, such as using a secure email service provider, backing up email data regularly, utilizing email encryption, ensuring password security, implementing an email retention policy, and providing employee email security training, you can better protect your business from cyber threats.

As a Microsoft Gold Partner, we recommend using Microsoft’s Office 365 to ensure advanced security features, and we offer solutions from vendors such as ID Agent, Cisco, Barracuda, and Meraki to support your email security needs. With the right security tools and policies in place, you can rest assured that your business information is safe and secure.

If you’re interested in learning more about how Sovran can help with your business’s email and IT services, contact us today at (651) 686-0515 or fill out our contact form.