8 Rules for Protecting Your Company Against Email Risks
Every company needs to protect their business from email risks. This includes emails sent to employees' inboxes, ones sent to customers, or emails within your company. There are certain standards and rules associated with company emails. Therefore, you must enforce these rules to protect your company. Every business must:
- Create an email policy: Educate your employees about company emails and your policies. Inform all employees that the company monitors all email messages. Ensure that each person has read, signed, and dated your corporate email policy.
- Train your employees: It is vital to the security of your business and network that you hold regular training sessions for your employees. During these sessions teach your people how to write and send effective emails. Furthermore, teach them how to identify malicious email attachments and embedded links.
- Install email virus scanning software: To prevent an attack on your company’s network through an email attachment, use software that scans incoming emails for viruses. Furthermore, you must scan all your outgoing emails and attachments.
- Install a spam filter on each email account: To prevent spam messages from infecting your network, each computer needs a spam filter. Select a filter that details all email messages in a report.
- Use content checking software: Filtering all your emails is vital to your company. This prevents confidential data from leaving your business, protects your company from anyone sending out inappropriate content, and checks all attachments.
- Add a disclaimer to each email: To ensure your customers complete confidence of their personal information all email messages need a disclaimer. Use two different disclaimers- one for outgoing customers' emails and a different one for internal emails.
- Ban personal emails: Personal emails are a source of viruses and loss of company time. Furthermore, large attachments use an extreme amount of bandwidth. Therefore, in your company email policy clearly outline personal emails. If you decide to allow personal emails at work, then outline what type of emails are acceptable.
- Monitor your emails: Your network administrator needs to monitor company email usage to see if each person is complying with the email policies. View the size of each attachment a person sends, determine if anyone is violating the email policy rules, and adjust your email filtering software.
To protect your company it is necessary to have strict email policy rules in place. Furthermore, your company needs to use a spam filter and monitor all email activities. Check each email before it leaves your company for unauthorized documents or personal information. Avoid problems with viruses, malicious code, and network attacks by controlling your company’s emails. Furthermore, this limits the problems with lawsuits and loss of important data.
About Ann Johnston
Ann enjoys writing, reading, gardening, fishing and the great outdoors. Her job has allowed her to travel and live in different countries. She enjoys studying and learning about different cultures..