Tips FOr Email Security Best Practices

In today’s modern age, Email has become one of the primary communication mediums for conducting business. With Email available from computers, tablets and smartphones, it keeps business personnel constantly connected. As a result, Email has unfortunately become a prime target for hackers. Following Email security best practices can help a business identify which emails are legit and which are not.

Following these tips and Email security best practices will help protect you when using your Email. However, it is only the start of the conversation about protecting your business in a digital world. Sigma Data Systems is here to help. Request your free cyber-security assessment today and get SigmaSecure. 

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Never click on links inside emails.

Hackers will often use deceptive links to get the recipient to click and load malicious code, viruses or worse. Likewise, using “Unsubscribe” links often tell the Spammers your Email address is legitimate & active. As a result, you will probably receive even more Spam in your Inbox.

In addition, Emails appearing to be from your financial institution may be fake. Therefore, don’t click on any links found in the email. Instead, use your institution’s legitimate website to obtain the information, or pick up the phone and call them. Finally, confirm the institution’s website address and/or phone number from a independent source – NOT THE EMAIL. For example, this information can often be found on the back of the institution’s credit or debit card if you have one.

Worried your employees might be clicking links they shouldn’t?

Sigma Data Systems offers cyber-security awareness presentations and employee training programs to business clients.

To start the conversation, call Sigma Data Systems at 302-274-0441 or E-mail us.

Never download or open attachments contained in a email from suspicious sources.

Hackers will often send emails with attachments containing malicious code or viruses. Through social engineering, the Emails are designed to trick employees into opening the attachments. Once opened, the attachment can infect your computer or other device. Consequently, this can often allow the hackers to gain access to your network or business information.

Another Email security best practice is to avoid opening any Email from a unknown or untrusted source. In short, if you don’t know the sender don’t open it and certainly don’t download or open any attachments.

Likewise, if an email claims to be from someone you know but you’re not expecting a document from them, don’t open it! Call the “Sender” and confirm they sent the email. Therefore, the extra minute you take to confirm the e-mail’s authenticity can save you hours of headaches later.

Use Anti-Virus/Anti-Malware Software. 

Regardless of how you check your Email, make sure to install & maintain a good Anti-Virus/Anti-malware solution on the device first. Email security best practices suggest scanning all e-mail attachments regardless of whom sent them.

In short, scan all attachments prior downloading/opening them in order to help keep your devices free of malware.

Not sure if your systems are properly protected? Call Sigma Data Systems at  302-274-0441 or E-mail us. We can help your business implement the proper Anti-Virus/Anti-Malware Solution it needs to protect its business systems.

Never give out your Email Password and Change it Often.

With Email access possible from almost anywhere, it’s never been easier for someone to access your e-mail account without your permission. Therefore, NEVER give out your password to anyone. In addition, if you receive a Email from your IT department asking for your password, DO NOT EMAIL IT. Most IT staffs will never ask a user for their password. However, if yours does, pick up the phone and call them to confirm the request.

Email security best practices suggest changing your password frequently – at least every 60 days. Likewise, if you believe your password has been compromised, change it immediately and contact your IT department to report the possible compromise.

Some indicators your email account may have been compromised include (but are not limited to):

  • You received an alert saying you tried to log on from a new device but haven’t done so.
  • You forgot to log off a public computer.
  • Your password suddenly stops working on all your devices.
  • You have Emails in your sent folder that you never sent.
  • Known contacts asking about about suspicious emails they received from you.

Don’t open emails from unknown senders.

If you don’t know the sender, don’t open it. Furthermore,  if you’re not sure an email actually came from someone you know, pick up the phone and call them before opening it. In short, if something seems off, it probably is.

Email security best practice recommends users avoid opening Emails from unknown senders.

Not sure what to look for?

Sigma Data Systems offers cyber-security awareness presentations and employee training programs to business clients.

To start the conversation, call Sigma Data Systems at 302-274-0441 or E-mail us.

Never Send Sensitive Information by E-mail

Email is generally not a secure form of communication. For instance, Emails can be forwarded, mis-routed & redirected – by mistake or on-purpose. Therefore, Emails are often used by hackers to “Phish” information such as passwords, usernames, or financial information from unsuspecting victims.

Never send any sensitive information via email!

Email security best practices discourage and/or prohibit sending the following types of sensitive information (but not limited to) over email:

  • Usernames
  • Passwords
  • Credit Card Numbers
  • Bank Account Numbers
  • Security Question Answers
  • Drivers  License Numbers &
  • Social Security Numbers
  • Health Care Records
  • Any information the law or your organization considers PII, Confidential, Trade Secret or Business Private/Sensitive

Use Email & Spam Filtering

Email security best practices suggest using Email & Spam Filters to help keep phishing & Spam safely quarantined and out of your inbox.

This can help prevent malicious content from getting onto your device in the first place.

Due to the wide variety of Email filtering products available, it is important to assess which type of filtering product should be used for a specific need. Because each product has its own unique features and capabilities, not every product may be suited for a particular use.

Not sure what Filtering solution you need?

Sigma Data Systems can help identify which type of filter will work best for your business and then implement it to provide your business optimal protection. Call us at 302-274-0441 or E-mail us.


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