to a certain address. 4.1.2 Protect the confidentiality, integrity, and availability of Company electronic information. A secure email gateway, deployed either on-premises or in the cloud, should offer multi-layered protection from unwanted, malicious and BEC email; granular visibility; and business continuity for organizations of all sizes. The email account storage size must be limited to what is reasonable for each employee, at the Additionally, the user should be advised that email sent to or from certain public or governmental entities may be considered public record. To modify the default policy: On the Safe links page, under Policies that apply to the entire organization, double-click the Default policy. The email must contain instructions on how to unsubscribe from receiving future emails (a simple reply to this message with UNSUBSCRIBE in the subject line will do). Send any information that is illegal under applicable laws. In the Security & Compliance Center, in the left navigation pane, under Threat management, select Policy. D. The email must contain no intentionally misleading information (including the email header), blind redirects, or deceptive links. It’s important to understand what is in the entire email in order to act appropriately. Email security. Many email and/or anti-malware programs will identify and quarantine emails that it deems suspicious. An email security policy is an official company document that details acceptable use of your organization's email system. 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. Never open email attachments from unknown sources. infected websites, or other malicious or objectionable content. The sending of spam, on the other hand, is strictly prohibited. 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. Training employees on appropriate email usage and knowing what is a good and bad email is also an important best practice for email security. When a user leaves the company, or his or her email access is officially terminated for Mass emails may be useful for both sales and non-sales purposes Employees must: An email encryption solution reduces the risks associated with regulatory violations, data loss and corporate policy violations while enabling essential business communications. A security policy can either be a single document or a set of documents related to each other. 6.3 Data Leakage: Also called Data Loss, data leakage refers to data or intellectual property that is pilfered in 7.6.3 Users must use the corporate email system for all business-related email. 8.2 CPP-IT-015 Acceptable Use Policy. Double check internal corporate emails. There are certain transactions that are... 2. Often used by employees who will not have access to email for an extended period of time, to notify senders of their absence. H. Send spam, solicitations, chain letters, or pyramid schemes. 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. 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. This became an issue as organizations began sending confidential or sensitive information through email. Aliases may be used inconsistently, meaning: the company may decide that aliases are appropriate in some situations but not others depending on the perceived level of risk. 7.4.1 Email systems were not designed to transfer large files and, as such, emails should not contain Users should limit email attachments to 30Mb or less. Users should think of email as they would a postcard, which, like email, can be intercepted and read on the way to its intended recipient. Secure your remote users and the data and applications they use. few examples of commonly used email aliases are: 7.3.2 It is the company’s intention to comply with applicable laws governing the sending of D. Fax number if applicable B. 6.8 Spam: Unsolicited bulk email. Proofpoint is a leading cybersecurity company that protects organizations' greatest assets and biggest risks: their people. 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. In addition, having a … 8.1 CPP-IT-006 Information Security Policy D. Disseminate defamatory, discriminatory, vilifying, sexist, racist, abusive, rude, harassing, annoying, insulting, threatening, obscene or otherwise inappropriate messages or media. One of the first policies most organizations establish is around viewing the contents of emails flowing through their email servers. Viruses, Trojans, and other malware can be easily delivered as an email attachment. ∙ Domainname@Crowley365,mail.onmicromsoft.com (Alias). 6.6 Mobile Device: A portable device that can be used for certain applications and data storage. Email is often used to spread malware, spam and phishing attacks. 7.5.1 Users must use care when opening email attachments. A. B. professional application of the company’s email principles. 7.11.5 Account activation: A security policy template won’t describe specific solutions to problems. 7.1.2 Users must take extreme care when typing in addresses, particularly when email address auto- An attacker could easily read the contents of an email by intercepting it. (such as when communicating with the company’s employees or customer base), and is allowed as the situation dictates. Users of the corporate email system are expected to check and respond to email in a consistent and timely manner. Phishing attacks are seldom perfectly executed. No method of email filtering is 100% effective, so the user is asked additionally to be cognizant of this policy A. ∙ Domainname@companydomain.com 6.4 Email: Short for electronic mail, email refers to electronic letters and other communication sent between names of company employees who handle certain functions. 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. A better solution is to deploy a secure email gateway that uses a multi-layered approach. 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. All access to electronic messages must be limited to properly authorized personnel. ∙ sales@companydomain.com Keep up with the latest news and happenings in the ever‑evolving cybersecurity landscape. other reasons. If security incidents are detected by these policies, the organization needs to have actionable intelligence about the scope of the attack. The email must contain a subject line relevant to the content. Over the years, organizations have been increasing email security measures to make it harder for attackers to get their hands on sensitive or confidential information. Often used in VPN and encryption management to establish trust of the remote entity. Unless otherwise indicated, for the purposes of backup and retention, email should be considered operational data. Never open unexpected email attachments. A 6.2 Certificate: Also called a Digital Certificate. 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. Learn about our threat operations center and read about the latest risks in our threat blog and reports. and receive company email. Our sample email use policy is designed to help you create a policy that works for your business. company or person. It builds on the DKIM and SPF protocols to detect and prevent email spoofing. Keep in mind that email may be backed up, otherwise copied, retained, or used for legal, disciplinary, or 5.1 Email is an essential component of business communication; however it presents a particular set of challenges due to its potential to introduce a security threat to the network. Because email is an open format, it can be viewed by anyone who can intercept it, causing email security concerns. ∙ info@companydomain.com Block attacks with a layered solution that protects you against every type of email fraud threat. another reason, the company will disable the user’s access to the account by password change, disabling the account, or another method. This functionality may or may not be used at the discretion of the IT Security Manager, or their designee. E. Send emails that cause disruption to the workplace environment or create a hostile workplace. The best course of action is to not open emails that, in the user’s opinion, seem suspicious. C. Users are encouraged to delete email periodically when the email is no longer needed for business purposes. Learn about the human side of cybersecurity. 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. J. A file that confirms the identity of an entity, such as a At a minimum, the signature should include the user’s: A. about the company’s services are exempt from the above requirements. Employees must adhere to this policy at all times, in addition to our confidentiality and data protection guidelines. 7.1.1 Emails sent from a company email account must be addressed and sent carefully. D. Users are strictly forbidden from deleting email in an attempt to hide a violation of this or another company policy. View Proofpoint investor relations information, including press releases, financial results and events. Such use may include but is not limited to: transmission and storage of files, data, and messages. These controls enable security teams to have confidence that they can secure users from email threats and maintain email communications in the event of an outage. Defines the requirement for a baseline disaster recovery plan to be … B. The following settings only apply to inbound messages with the exception of Enhanced content and file property scan, which applies to both inbound and outbound messages. 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. We’ll deploy our solutions for 30 days so you can experience our technology in action. ∙ pr@companydomain.com 7.6.1 Users should be advised that the company owns and maintains all legal rights to its email systems and network, and thus any email passing through these systems is owned by the company and it may be subject to use for purposes not be anticipated by the user. The Corporate Standardized Email Signature Template can be found on C-link. 6.1 Auto Responder: An email function that sends a predetermined response to anyone who sends an email Spam often includes advertisements, but can include malware, links to Knowingly misrepresent the company’s capabilities, business practices, warranties, pricing, or policies. Simplify social media compliance with pre-built content categories, policies and reports. 7.8.1 Users should expect no privacy when using the corporate network or company resources. The user may not use the corporate email system to: A. Also known as a passphrase or passcode. 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. 4.3.2 Ensure completion of IT managed services’ Statements of Work. A. Email accounts will be set up for each user determined to have a business need to send Carefully check emails. An email gateway scans and processes all incoming and outgoing email and makes sure that threats are not allowed in. Used to protect data during transmission or while stored. 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. Protect against digital security risks across web domains, social media and the deep and dark web. Learn about the technology and alliance partners in our Social Media Protection Partner program. Learn about the latest security threats and how to protect your people, data, and brand. 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. 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. The problem is that email is not secure. 7.11.3 Email addresses must be constructed in a standard format in order to maintain consistency are PDAs or Smartphones. 7.2.2 Email signatures may not include personal messages (political, humorous, etc.). Conduct non-company-related business. The company may or may not use email aliases, as deemed appropriate by the CTO or Access the full range of Proofpoint support services. Malware sent via email messages can be quite destructive. 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. Set up Email Security, if you have not already done so.. Edit the Email Security policy. mass emails. send and receive email. In 2019, we saw several shifts in the way leaders in the information security sector approached security. 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. Disaster Recovery Plan Policy. and use common sense when opening emails. 4.2.1 Review and update the policy as needed. Some simple rules may include: Be suspicious of unknown links or requests sent through email or text messages. Learn about our relationships with industry-leading firms to help protect your people, data and brand. Company name This list is not exhaustive, but is included to provide a frame of reference for types of activities that are deemed unacceptable. 7.9.3 Passwords used to access email accounts must be kept confidential and used in adherence with the Password Policy. their designee and/or executive team. working as well as reduce the risk of an email-related security incident. At the discretion of the Chief Technology Officer(CTO), the company may further secure email with certificates, two factor authentication, or another security Email was designed to be as open and accessible as possible. 7.9.1 Sensitive data should be sent via an encrypted attachment and not in plain text within an email. 7.6 Company ownership and business communications. Learn about our global consulting and services partners that deliver fully managed and integrated solutions. DMARC (Domain-based Message Authentication, Reporting, and Conformance) is an email authentication policy and reporting protocol. Secure your investments in Microsoft 365, Google G Suite, and other cloud applications. should keep in mind that the company loses any control of email once it is sent external to the company network. Learn why organizations are moving to Proofpoint to protect their people and organization. Data leakage is sometimes malicious and sometimes inadvertent by users with good intentions. B. It indicates to whom and from whom emails can be sent or received and defines what constitutes appropriate content for work emails. One seemingly harmless e-mail can compromise your entire firm’s security. As every company is different, it's important to consider how you use email and write a policy … This will help determine what damage the attack may have caused. Browse our webinar library to learn about the latest threats, trends and issues in cybersecurity. Email is an insecure means of communication. Today’s cyber attacks target people. Stand out and make a difference at one of the world's leading cybersecurity companies. A. Email storage may be provided on company servers or other devices. This is why e-mail security is so important. Email policies protect the company’s network from unauthorized data access. This allows attackers to use email as a way to cause problems in attempt to profit. It’s also important to deploy an automated email encryption solution as a best practice. Reduce risk, control costs and improve data visibility to ensure compliance. Safeguard business-critical information from data exfiltration, compliance risks and violations. 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. The recommended format is: Connect with us at events to learn how to protect your people and data from ever‑evolving threats. The best email security policy requires a holistic approach of the issue, understanding both the problem's scope and the most likely threats. You can control what happens to messages that fail DMARC checks. 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. Email is also a common entry point for attackers looking to gain a foothold in an enterprise network and obtain valuable company data. 7.3.3 Emails sent to company employees, existing customers, or persons who have already inquired Keeping this information private can decrease risk by reducing the chances of a social engineering attack. It contains a description of the security controls and it rules the activities, systems, and behaviors of an organization. mechanism. 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. Since most organizations rely on email to do business, attackers exploit email in an attempt to steal sensitive information. networked computer users, either within a company or between companies. 7.7.1 Users are required to use a non-company-provided (personal) email account for all nonbusiness communications. But that’s just the beginning. Additional encryption methods are available for attachments within the email. 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. Our E-mail Security Policy is a ready-to-use, customizable policy. This includes sending emails that are intentionally inflammatory, or that include information not conducive to a professional working atmosphere. Make sure the policy is enabled. Because attacks are increasingly sophisticated, standard security measures, such as blocking known bad file attachments, are no longer effective. I. Defend against cyber criminals accessing your sensitive data and trusted accounts. ∙ techsupport@companydomain.com The company reserves the right to monitor any and all use of the computer network. Get deeper insight with on-call, personalized assistance from our expert team. Sitemap, Simulated Phishing and Knowledge Assessments, Managed Services for Security Awareness Training. Information Security for assistance with this. 7.10.2 The company may employ data loss prevention techniques to protect against leakage of confidential data at the discretion of the CTO or their designee. The company uses email as an important communication medium for business operations. IRONSCALES also provides a full suite of security awareness training and phishing simulation, with customizable phishing templates and engaging training materials. Further, email must not be deleted when there is an active investigation or litigation where that email may be relevant. Defend against threats, ensure business continuity, and implement email policies. B. Because email is so critical in today’s business world, organizations have established polices around how to handle this information flow. Learn how upgrading to Proofpoint can help you keep pace with today's ever‑evolving threat landscape. Email security issues: How to root out and solve them Engage your users and turn them into a strong line of defense against phishing and other cyber attacks. The company will use its best effort to administer the company’s email system in a manner that allows the user to both be productive while Stay ahead of email threats with email security from the exclusive migration partner of Intel Security. Often there’s a tell, such as … The corporate email system is for corporate communications. 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. unsolicited email (spam). 6.7 Password: A sequence of characters that is used to authenticate a user to a file, computer, network, or Most often they are exposed to phishing attacks, which have telltale signs. 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. Block and resolve inbound threats across the entire email attack vector. Here are a few of the reasons why your businesses need an email policy: 1. Voicemail, email, and internet usage assigned to … 4.1.3 When contracting with an external IT supplier, help ensure the supplier meets contractual obligations to protect and manage Company IT assets. The insecure nature of … 7.7.2 Users must follow applicable policies regarding the access of non-company-provided accounts from the company network. 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. 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. recipients, and use restraint when sending large files to more than one person. 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. 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. 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. small amounts or otherwise removed from the network or computer systems. Find the information you're looking for in our library of videos, data sheets, white papers and more. Read how Proofpoint customers around the globe solve their most pressing cybersecurity challenges. Privacy Policy Stop advanced attacks and solve your most pressing security concerns with our solution bundles. As you read this article, you are becoming more savvy when … It might sound technical, but using two-tier authentication is quite … B. Email Security provides protection against spam. Learn about our unique people-centric approach to protection. All rights reserved. ; Open the policy's Settings tab and configure it. If the content is sensitive, it needs to be encrypted before it is emailed to the intended recipient. Don’t open email attachments from unknown sources, and only open attachments from known sources after confirming the... Never … After these baseline policies are put into effect, an organization can enact various security policies on those emails. 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. © 2021. Episodes feature insights from experts and executives. Protect from data loss by negligent, compromised, and malicious users. The auto-response should notify the sender that the user is out of the office, the date of the user’s return, and who the sender should contact if immediate If a user needs access to information from external systems (such as from home or while traveling), that user should notify his or her supervisor rather than emailing the data to a personal account or otherwise removing it from company systems. 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 Protect against email, mobile, social and desktop threats. Attackers use deceptive messages to entice recipients to part with sensitive information, open attachments or click on hyperlinks that install malware on the victim’s device. C. 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