This allows attackers to use email as a way to cause problems in attempt to profit. 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. One of the first policies most organizations establish is around viewing the contents of emails flowing through their email servers. E. URL for corporate website are PDAs or Smartphones. Employees must: Malware sent via email messages can be quite destructive. One seemingly harmless e-mail can compromise your entire firm’s security. 6.9 Smartphone: A mobile telephone that offers additional applications, such as PDA functions and email. 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. 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. If security incidents are detected by these policies, the organization needs to have actionable intelligence about the scope of the attack. This is why e-mail security is so important. Learn about our relationships with industry-leading firms to help protect your people, data and brand. When a user leaves the company, or his or her email access is officially terminated for It indicates to whom and from whom emails can be sent or received and defines what constitutes appropriate content for work emails. another reason, the company will disable the user’s access to the account by password change, disabling the account, or another method. Users may receive a malicious email that slips through the secure email gateway, so it’s critical that they understand what to look for. 7.11.3 Email addresses must be constructed in a standard format in order to maintain consistency 4.1.3 When contracting with an external IT supplier, help ensure the supplier meets contractual obligations to protect and manage Company IT assets. Users of the corporate email system are expected to check and respond to email in a consistent and timely manner. 6.1 Auto Responder: An email function that sends a predetermined response to anyone who sends an email Carefully check emails. Episodes feature insights from experts and executives. Contact An email gateway scans and processes all incoming and outgoing email and makes sure that threats are not allowed in. 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 C. Users are encouraged to delete email periodically when the email is no longer needed for business purposes. Users are prohibited from sending business email from a non-company-provided email account. This will help determine what damage the attack may have caused. B. B. 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. 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. Learn about the human side of cybersecurity. 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. 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. Many email and/or anti-malware programs will identify and quarantine emails that it deems suspicious. 7.11.5 Account activation: 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. 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. Stop advanced attacks and solve your most pressing security concerns with our solution bundles. 7.3.3 Emails sent to company employees, existing customers, or persons who have already inquired The recommended format is: No method of email filtering is 100% effective, so the user is asked additionally to be cognizant of this policy One of the first best practices that organizations should put into effect is implementing a secure email gateway. small amounts or otherwise removed from the network or computer systems. 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. Because email is so critical in today’s business world, organizations have established polices around how to handle this information flow. D. The email must contain no intentionally misleading information (including the email header), blind redirects, or deceptive links. J. 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. 8.1 CPP-IT-006 Information Security Policy Learn about our unique people-centric approach to protection. 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. 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. 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 company reserves the right to monitor any and all use of the computer network. It allows people in organizations to communicate with each other and with people in other organizations. 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. Email encryption often includes authentication. The company uses email as an important communication medium for business operations. ∙ Domainname@companydomain.com 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. © 2021. Voicemail, email, and internet usage assigned to … 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. A. 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. An attacker could easily read the contents of an email by intercepting it. It’s important to understand what is in the entire email in order to act appropriately. Viruses, Trojans, and other malware can be easily delivered as an email attachment. A. Often used in VPN and encryption management to establish trust of the remote entity. professional application of the company’s email principles. C. Phone number(s) Keep up with the latest news and happenings in the ever‑evolving cybersecurity landscape. B. A. Email accounts will be set up for each user determined to have a business need to send 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. Examples are smart cards, tokens, or biometrics, in combination with a password. Simplify social media compliance with pre-built content categories, policies and reports. ; Open the policy's Settings tab and configure it. The company may take steps to report and prosecute violations of this policy, in accordance with company standards and applicable laws. D. Fax number if applicable Make sure the policy is enabled. At the discretion of the Chief Technology Officer(CTO), the company may further secure email with certificates, two factor authentication, or another security Such use may include but is not limited to: transmission and storage of files, data, and messages. Advance your strategy to solve even more of today's ever‑evolving security challenges. Aliases reduce the exposure of unnecessary information, such as the address format for company email, as well as (often) the Title Learn how upgrading to Proofpoint can help you keep pace with today's ever‑evolving threat landscape. Connect with us at events to learn how to protect your people and data from ever‑evolving threats. 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. 7.9.3 Passwords used to access email accounts must be kept confidential and used in adherence with the Password Policy. You can control what happens to messages that fail DMARC checks. A file that confirms the identity of an entity, such as a Safeguard business-critical information from data exfiltration, compliance risks and violations. ∙ Firstname.lastname@companydomain.com (Alias) mechanism. 7.2.2 Email signatures may not include personal messages (political, humorous, etc.). 6.6 Mobile Device: A portable device that can be used for certain applications and data storage. Users should keep in mind that the company loses any control of email once it is sent external to the company network. 7.9.1 Sensitive data should be sent via an encrypted attachment and not in plain text within an email. The company may or may not use email aliases, as deemed appropriate by the CTO or Read the latest press releases, news stories and media highlights about Proofpoint. working as well as reduce the risk of an email-related security incident. 7.1.1 Emails sent from a company email account must be addressed and sent carefully. 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). Spam often includes advertisements, but can include malware, links to Keeping this information private can decrease risk by reducing the chances of a social engineering attack. Knowingly misrepresent the company’s capabilities, business practices, warranties, pricing, or policies. Using two-tier authentication. Additionally, the user should be advised that email sent to or from certain public or governmental entities may be considered public record. The email must contain a subject line relevant to the content. 7.3.1 The company makes the distinction between the sending of mass emails and the sending of 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. 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. Sample Internet and Email Policy for Employees. 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. 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. C. The email must contain contact information of the sender. Block and resolve inbound threats across the entire email attack vector. This will prevent attackers from viewing emails, even if they were to intercept them. After these baseline policies are put into effect, an organization can enact various security policies on those emails. 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