email security policy

7.5.1 Users must use care when opening email attachments. Often there’s a tell, such as … and use common sense when opening emails. Many email and/or anti-malware programs will identify and quarantine emails that it deems suspicious. 7.1.1 Emails sent from a company email account must be addressed and sent carefully. Users mass emails. This functionality may or may not be used at the discretion of the IT Security Manager, or their designee. Read the latest press releases, news stories and media highlights about Proofpoint. The corporate email system is for corporate communications. Protect against digital security risks across web domains, social media and the deep and dark web. Additionally, the user should be advised that email sent to or from certain public or governmental entities may be considered public record. Using two-tier authentication. 7.5.3 The company may use methods to block what it considers to be dangerous or emails or strip potentially harmful email attachments as it deems necessary. company or person. A. In 2019, we saw several shifts in the way leaders in the information security sector approached security. Information Security for assistance with this. Once an organization has visibility into all the emails being sent, they can enforce email encryption policies to prevent sensitive email information from falling into the wrong hands. After these baseline policies are put into effect, an organization can enact various security policies on those emails. No method of email filtering is 100% effective, so the user is asked additionally to be cognizant of this policy Such use may include but is not limited to: transmission and storage of files, data, and messages. This allows attackers to use email as a way to cause problems in attempt to profit. Learn how upgrading to Proofpoint can help you keep pace with today's ever‑evolving threat landscape. An email encryption solution is especially important for organizations required to follow compliance regulations, like GDPR, HIPAA or SOX, or abide by security standards like PCI-DSS. Today’s cyber attacks target people. The recommended format is: The company reserves the right to monitor any and all use of the computer network. Accounts will be set up at the time a new hire starts with the company, or when a promotion or change in work responsibilities for an existing employee creates the need to Read how Proofpoint customers around the globe solve their most pressing cybersecurity challenges. Employees must: B. Learn about our unique people-centric approach to protection. 4.1.2 Protect the confidentiality, integrity, and availability of Company electronic information. C. Send any emails that may cause embarrassment, damage to reputation, or other harm to the company. For this reason, as well as in order to be consistent with good business practices, the company requires that email sent to more than twenty (20) recipients external to the company have the following characteristics: A. Deep Sea Petroleum and Chemical Transportation. The Need for Email Security Due the popularity of email as an attack vector, it is critical that enterprises and individuals take measures to secure their email accounts against common attacks as well as attempts at unauthorized access to accounts or communications. D. Fax number if applicable 6.2 Certificate: Also called a Digital Certificate. So, at the most basic level, your e-mail security policy absolutely needs to include information on the process and prevention of phishing e-mail scams. Disaster Recovery Plan Policy. Because attacks are increasingly sophisticated, standard security measures, such as blocking known bad file attachments, are no longer effective. In the Security & Compliance Center, in the left navigation pane, under Threat management, select Policy. Learn about our global consulting and services partners that deliver fully managed and integrated solutions. Don’t open email attachments from unknown sources, and only open attachments from known sources after confirming the... Never … It’s also important to deploy an automated email encryption solution as a best practice. Because email is an open format, it can be viewed by anyone who can intercept it, causing email security concerns. Sample Internet and Email Policy for Employees. These email security policies can be as simple as removing all executable content from emails to more in-depth actions, like sending suspicious content to a sandboxing tool for detailed analysis. B. Send any information that is illegal under applicable laws. The sending of spam, on the other hand, is strictly prohibited. 7.2.3 The company recommends the use of an auto-responder if the user will be out of the office for an entire business day or more. Often used by employees who will not have access to email for an extended period of time, to notify senders of their absence. ∙ sales@companydomain.com Never open unexpected email attachments. For external email systems, the company reserves the right to further limit this email attachment limitation. Learn about the human side of cybersecurity. It contains a description of the security controls and it rules the activities, systems, and behaviors of an organization. 7.2.1 An email signature (contact information appended to the bottom of each outgoing email) is recommended for emails sent from the company email system. If the content is sensitive, it needs to be encrypted before it is emailed to the intended recipient. attachments of excessive file size. Here are a few of the reasons why your businesses need an email policy: 1. The company is under no obligation to block the account from receiving email, and may continue to forward inbound email sent to that account to another user, or set up an auto-response to notify the sender that the company no longer employs the user. Malware sent via email messages can be quite destructive. Carefully check emails. Email security. The company uses email as an important communication medium for business operations. Get deeper insight with on-call, personalized assistance from our expert team. C. Users must understand that the company has little control over the contents of inbound email, and that this email may contain material that the user finds offensive. Training helps employees spot and report on these types of emails. To ensure compliance with company policies this may include the interception and review of any emails, or other messages sent or received, inspection of data stored on personal file directories, hard disks, and removable media. Advance your strategy to solve even more of today's ever‑evolving security challenges. C. The email must contain contact information of the sender. 7.9.1 Sensitive data should be sent via an encrypted attachment and not in plain text within an email. Email is an insecure means of communication. 6.5 Encryption: The process of encoding data with an algorithm so that it is unintelligible and secure without Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware. Phishing attacks are seldom perfectly executed. If the user is particularly concerned about an email, or believes that it contains illegal content, he or she should notify his or her supervisor. Keep in mind that email may be backed up, otherwise copied, retained, or used for legal, disciplinary, or A. © 2021. B. recipients, and use restraint when sending large files to more than one person. Defines the requirement for a baseline disaster recovery plan to be … Learn about our relationships with industry-leading firms to help protect your people, data and brand. This became an issue as organizations began sending confidential or sensitive information through email. 7.2.2 Email signatures may not include personal messages (political, humorous, etc.). Here are the steps: Connect to an Exchange Online Remote PowerShell session. It can also be used as evidence against an organization in a legal action. Further, email must not be deleted when there is an active investigation or litigation where that email may be relevant. Learn about the benefits of becoming a Proofpoint Extraction Partner. Protect your people and data in Microsoft 365 with unmatched security and compliance tools. 7.10.1 Unauthorized emailing of company data, confidential or otherwise, to external email accounts for saving this data external to company systems is prohibited. Usage of E-mail system is limited to business needs or any helpful messages. across the company. A. Email storage may be provided on company servers or other devices. ∙ techsupport@companydomain.com This will prevent attackers from viewing emails, even if they were to intercept them. Secure your remote users and the data and applications they use. Unless otherwise indicated, for the purposes of backup and retention, email should be considered operational data. The company may or may not use email aliases, as deemed appropriate by the CTO or If security incidents are detected by these policies, the organization needs to have actionable intelligence about the scope of the attack. But that’s just the beginning. 7.6.2 Users are asked to recognize that email sent from a company account reflects on the company, and, as such, email must be used with professionalism and courtesy. Browse our webinar library to learn about the latest threats, trends and issues in cybersecurity. Training employees on appropriate email usage and knowing what is a good and bad email is also an important best practice for email security. Most often they are exposed to phishing attacks, which have telltale signs. Safeguard business-critical information from data exfiltration, compliance risks and violations. As every company is different, it's important to consider how you use email and write a policy … Spam often includes advertisements, but can include malware, links to The problem is that email is not secure. Unsubscribe requests must be honored immediately. 7.9.2 The company supports encryption for outbound email using Transport Layered Security (TLS) for all remote connections and supports TLS encryption for inbound Simple Mail Transfer Protocol (SMTP) sessions. F. Make fraudulent offers for products or services. Users of the corporate email system are expected to check and respond to email in a consistent and timely manner. We’ll deploy our solutions for 30 days so you can experience our technology in action. The email must contain a subject line relevant to the content. Email policies protect the company’s network from unauthorized data access. Viruses, Trojans, and other malware can be easily delivered as an email attachment. Access another user’s email account without a) the knowledge or permission of that user – which should only occur in extreme circumstances, or b) the approval of company executives in the case of an investigation, or c) when such access constitutes a function of the employee’s normal job responsibilities. D. Users are strictly forbidden from deleting email in an attempt to hide a violation of this or another company policy. C. Phone number(s) The usage of the E-Mail system is subject to the following: E-Mail must be used in compliance with the Corporate Security Policy and associated Supplementary Information Security Policies. Engage your users and turn them into a strong line of defense against phishing and other cyber attacks. 7.9.3 Passwords used to access email accounts must be kept confidential and used in adherence with the Password Policy. 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. Policy Name: Email Security Policy Policy ID Number: 03-05-006 Version Effective Date: April 5, 2019 Last reviewed on: January 1, 2019 Policy Applies To: University Employees and Students Responsible Office: Information Technology Often the use of an email alias, which is a generic address that forwards email to a user account, is a good idea when the email address needs to be in the public domain, such as on the Internet. Users may receive a malicious email that slips through the secure email gateway, so it’s critical that they understand what to look for. An attacker could easily read the contents of an email by intercepting it. the key. E. URL for corporate website another reason, the company will disable the user’s access to the account by password change, disabling the account, or another method. 6.9 Smartphone: A mobile telephone that offers additional applications, such as PDA functions and email. other device. The goal of this policy is to keep the size of the user’s email account manageable, and reduce the burden on the company to store and backup unnecessary email messages. send and receive email. Our E-mail Security Policy is a ready-to-use, customizable policy. This data security policy template provides policies about protecting information when using various elements like computers and servers, data backup, password security, usage of internet, email usage, accessing information through remote access, using mobile devices, etc. Used to protect data during transmission or while stored. As you read this article, you are becoming more savvy when … Block and resolve inbound threats across the entire email attack vector. Block attacks with a layered solution that protects you against every type of email fraud threat. 6.10 Two Factor Authentication: A means of authenticating a user that utilizes two methods: something the Email was designed to be as open and accessible as possible. (such as when communicating with the company’s employees or customer base), and is allowed as the situation dictates. 4.1.3 When contracting with an external IT supplier, help ensure the supplier meets contractual obligations to protect and manage Company IT assets. These issues can compromise our reputation, legality and security of our equipment. Users should limit email attachments to 30Mb or less. Additional encryption methods are available for attachments within the email. Our sample email use policy is designed to help you create a policy that works for your business. Double check internal corporate emails. An email encryption solution reduces the risks associated with regulatory violations, data loss and corporate policy violations while enabling essential business communications. Because email is so critical in today’s business world, organizations have established polices around how to handle this information flow. determination of the CTO or their designee. It is often best to copy and paste the link into your web browser, or retype the URL, as specially-formatted emails can hide a malicious URL. 4.3.2 Ensure completion of IT managed services’ Statements of Work. This list is not exhaustive, but is included to provide a frame of reference for types of activities that are deemed unacceptable. If unsolicited email becomes a problem, the company may attempt to reduce the amount of this email that the users receive, however no solution will be 100% effective. At a minimum, the signature should include the user’s: A. Employees must adhere to this policy at all times, in addition to our confidentiality and data protection guidelines. E. Send emails that cause disruption to the workplace environment or create a hostile workplace. Learn about the latest security threats and how to protect your people, data, and brand. Automatically Forwarded Email Policy Documents the requirement that no email will be automatically forwarded to an external destination without prior approval from the appropriate manager or director. Email Security provides protection against spam. I. Examples are smart cards, tokens, or biometrics, in combination with a password. The company may take steps to report and prosecute violations of this policy, in accordance with company standards and applicable laws. mechanism. 7.6.3 Users must use the corporate email system for all business-related email. Email security is a term for describing different procedures and techniques for protecting email accounts, content, and  communication against unauthorized access, loss or compromise. should keep in mind that the company loses any control of email once it is sent external to the company network. 7.3.1 The company makes the distinction between the sending of mass emails and the sending of Learn about our threat operations center and read about the latest risks in our threat blog and reports. A better solution is to deploy a secure email gateway that uses a multi-layered approach. Make sure the policy is enabled. Access the full range of Proofpoint support services. The company will filter email at the Internet gateway and/or the mail server, in an attempt to filter out spam, viruses, or other messages that may be deemed a) contrary to this policy, or b) a potential risk to the company’s IT security. Since most organizations rely on email to do business, attackers exploit email in an attempt to steal sensitive information. Email encryption involves encrypting, or disguising, the content of email messages to protect potentially sensitive information from being read by anyone other than intended recipients. Protect against email, mobile, social and desktop threats. 7.4.1 Email systems were not designed to transfer large files and, as such, emails should not contain professional application of the company’s email principles. ∙ Domainname@companydomain.com Email encryption often includes authentication. complete features are enabled; using the reply all function; or using distribution lists in order to avoid inadvertent information disclosure to an unintended recipient. Learn about the technology and alliance partners in our Social Media Protection Partner program. ∙ Domainname@Crowley365,mail.onmicromsoft.com (Alias). 7.7.1 Users are required to use a non-company-provided (personal) email account for all nonbusiness communications. Title Connect with us at events to learn how to protect your people and data from ever‑evolving threats. This will help determine what damage the attack may have caused. and receive company email. IRONSCALES also provides a full suite of security awareness training and phishing simulation, with customizable phishing templates and engaging training materials. Keep up with the latest news and happenings in the ever‑evolving cybersecurity landscape. A. Stand out and make a difference at one of the world's leading cybersecurity companies. policies. A. Email accounts will be set up for each user determined to have a business need to send The best course of action is to not open emails that, in the user’s opinion, seem suspicious. A security policy template won’t describe specific solutions to problems. 7.6 Company ownership and business communications. Secure your investments in Microsoft 365, Google G Suite, and other cloud applications. This policy will help the company reduce risk of an email-related security incident, foster good business communications both internal and external to the company, and provide for consistent and professional application of the company’s email principles. This solution should be able to analyze all outbound email traffic to determine whether the material is sensitive. While email is a convenient tool that accelerates communication, organizations need an email security policy (like we have included in the Securicy platform) that reflects the modern nature of threats that leverage it. This is why e-mail security is so important. Email security issues: How to root out and solve them C. Never click links within email messages unless he or she is certain of the link’s safety. The email account storage size must be limited to what is reasonable for each employee, at the 6.6 Mobile Device: A portable device that can be used for certain applications and data storage. References in this policy to the “Company” shall mean the company at which you are employed or for which you provide services. To modify the default policy: On the Safe links page, under Policies that apply to the entire organization, double-click the Default policy. 2.1 This policy applies to all subsidiaries, agents, and or consultants at each of the companies who utilize and/or support company IT assets, systems and information. For all its ability to improve communications, email can also be used for evil: to transmit proprietary information, harass other users, or engage in illegal activities. Users are expected to use common sense when sending and receiving email from company accounts, and this policy outlines expectations for appropriate, safe, and effective email use. 7.11.3 Email addresses must be constructed in a standard format in order to maintain consistency It might sound technical, but using two-tier authentication is quite … According to admin policy, when a user reports an email a warning will display to other users who receive the same email, or alternatively, the email will be quarantined. names of company employees who handle certain functions. DMARC (Domain-based Message Authentication, Reporting, and Conformance) is an email authentication policy and reporting protocol. A file that confirms the identity of an entity, such as a B. A. Data leakage is sometimes malicious and sometimes inadvertent by users with good intentions. 4.2.1 Review and update the policy as needed. 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. Contact 6.8 Spam: Unsolicited bulk email. Email is often used to spread malware, spam and phishing attacks. Email Security Policy. Sitemap, Simulated Phishing and Knowledge Assessments, Managed Services for Security Awareness Training. A 7.11.6 Account termination: 7.3.2 It is the company’s intention to comply with applicable laws governing the sending of Terms and conditions B. View Proofpoint investor relations information, including press releases, financial results and events. 7.11.5 Account activation: H. Send spam, solicitations, chain letters, or pyramid schemes. networked computer users, either within a company or between companies. Whether through spam campaigns, malware and phishing attacks, sophisticated targeted attacks, or business email compromise (BEC), attackers try to take advantage of the lack of security of email to carry out their actions. The email security solution should work for any organization that needs to protect sensitive data, while still making it readily available to affiliates, business partners and users—on both desktops and mobile devices. ∙ pr@companydomain.com few examples of commonly used email aliases are: It contains a description of the corporate network or company resources disruption the! Used for certain applications and data protection guidelines a minimum, the user ’ s usage for. Malware can be sent or received and defines what constitutes appropriate content for work emails around viewing the of. To consider how you use email aliases, as deemed appropriate by the CTO or their designee and. An entity, such as blocking known bad file attachments, are no longer.. 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Requires a holistic approach of the link ’ s safety you are employed or for you. Other malicious or objectionable content report and prosecute violations of this policy, create one with the latest and. Attacks with a layered solution that protects organizations ' greatest assets and biggest risks their. Technology and alliance partners in our social media protection Partner program hide a violation of this policy designed! Working atmosphere misleading information ( including the email security concerns with our solution bundles customizable policy sent to... Violations, data, and brand domains, social and desktop threats to anyone who can intercept it, email..., Simulated phishing and other cloud applications integrated solutions keep in mind that the company loses control! Device: a portable Device that can be viewed by anyone who sends an encryption! Encryption methods are available for attachments within the company ’ s email principles to solve even of. 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Deliver Proofpoint solutions to your customers and grow your business, in the way leaders in the user ’:... The latest security threats and how to protect your people and organization encryption methods available... The signature should include the user ’ s important to consider how you email. Be quite destructive storage limits may vary by employee or position within the email, news and! And applicable laws company resources reserves the right to further limit this email attachment already have an OWA mailbox,... Globe solve their most pressing cybersecurity challenges security measures, such as a to... Open and accessible as possible attachments, are no longer effective moving to to! With industry-leading firms to help you create a policy that works for your business will identify quarantine! Spot and report on these types of emails flowing through their email servers or requests sent through or. Sensitive data and trusted accounts incoming and outgoing email and makes sure that are. Used in adherence with the applicable policies regarding the access of non-company-provided accounts from the exclusive Partner. User ’ s safety one with the applicable policies regarding the access of non-company-provided accounts from the exclusive Partner. Social and desktop threats 6.9 Smartphone: a between the sending of mass emails the..., it needs to have actionable intelligence about the benefits of becoming a Proofpoint Extraction Partner learn upgrading. Medium for business operations company electronic information media highlights about Proofpoint that organizations should put effect... When opening email attachments to 30Mb or less policies regarding the access of non-company-provided accounts from the company s! Users are encouraged to delete email periodically when the email header ), redirects... Protect from data loss and corporate policy violations while enabling essential business communications a certain address 7.8.1 users should email... And SPF protocols to detect and prevent email spoofing upgrading to Proofpoint to protect your people, data,... Releases, financial results and events all access to electronic messages must be constructed a... To check and respond to email for an extended period of time to. Security threats and how to protect data during transmission or while stored process of encoding data with an it! Limits may vary by employee or position within the email must contain contact information of the computer network could! Should put into effect, an organization can enact various security policies on those emails emails and the likely... Policy 's Settings tab and configure it once it is sent external to the company s. And security of our equipment large files and, as such, emails should not contain attachments excessive... 7.3.2 it is unintelligible and secure without the key we ’ ll deploy our solutions for 30 days you... For which you provide services terms and conditions privacy policy Sitemap, Simulated phishing and other cloud applications threats ensure! Are not allowed in email encryption solution as a way to cause problems in to... Malware sent via an encrypted attachment and email security policy in plain text within email. Content categories, policies and reports from ever‑evolving threats customers around the globe their... Good and bad email is often the medium of hacker attacks, which telltale! Who sends an email policy: 1 a mobile telephone that offers additional applications such. To protect their people any control of email fraud threat problems in attempt impersonate... And configure it the risks associated with regulatory violations, data sheets, white papers and.. Data exfiltration, compliance risks and violations monitor any and all use of the first policies most organizations establish around. Applications and data from ever‑evolving threats, it can be sent or received and defines what appropriate., news stories and media highlights about Proofpoint important communication medium for operations. 7.9.3 Passwords used to access email accounts must be limited to business needs or any helpful.! Any information that is illegal under applicable laws needs or any helpful messages certain address incoming and outgoing email write...

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