Email

Email is the one system used in every business regardless of size or industry.

There are a few things to keep in mind with email:

Security, Retention, Efficiency and Reputation

Security

One of the most common vectors for any cyber attack is your business email.

Every email in to your business should be security scanned prior to arriving on your mail server or email provider. Additionally every email out of your business should be scanned to avoid damage to the reputation of your business.

Email security scanning includes checking for potentially dangerous attachment types, virus scanning and spam filtering. Performing this scanning prior to the email arriving on your server reduces congestion on your network and workload on your server because only legitimate emails are delivered.

Removing spam emails isn’t just about efficiency, it’s also about security. Removing spam emails means your employees and your business are less likely to become victims of fraudulent emails such as fake invoices or renewal notices.

Scanning of outgoing email protects the reputation of your business and reduces the chance of a malicious email being unknowingly sent from your system to your clients or suppliers.

Additionally your business domain name should have a Sender Policy Framework (SPF) record and Domain Keys Identified Mail (DKIM) signature setup. An SPF record publishes a list of servers permitted to send email on your behalf. A DKIM signature is used to confirm that an email originated from your server.

Combined with sufficiently complex usernames and passwords, SPF records and DKIM signatures reduce the chance of a scammer sending fake emails appearing to come from your business. Recipients can be confident emails claiming to be sent from your system actually came from your system.

Implementing these safeguards means fake emails purporting to be from your business to be more easily detected and legitimate emails are less likely to filtered or redirected to the ‘Junk Email’ folder.

Finally when it comes to email security don’t publish your email addresses on your website. Automated software (bots) scan webpages looking for anything formatted like an email address. When they find an email address they add it to the lists used by spammers and scammers with the result being more spam sent to your email address. We have also seen situations where email addresses published on websites have been used by scammers for targeted attacks on businesses, an example of this is a fake invoice sent directly to an accounts payable employee with additional information such as the employee’s name to give the scam email more credibility.

At F1 Technology we provide email security scanning for all of our clients to protect them from fraudulent emails and eliminate spam. We also setup your SPF records and DKIM signatures to protect our clients’ reputations by reducing the chance that their business email addresses will be impersonated.

Retention

Do you keep a copy of every email ever sent or received in your inbox or mailbox just in case you ever need it?

Does your business have a legal requirement or policy to retain a copy of all written communications?

With email archiving a copy of every email sent and received by your business is retained in a searchable archival system.

F1 Technology can implement an email archiving system for your business so you never have to worry about losing an email again. You can be as ruthless as you like organising or deleting emails safe in the knowledge that an email sent or received by your business can be easily recovered should you ever need it in future.

Efficiency

So much of our own time and employees’ time is spent working on emails. In some roles emails drive the workflow.

Reducing spam emails improves efficiency.

Archiving emails improves the ability to organise and delete emails knowing that they will automatically be retained if needed. Additionally reducing the size of your mailbox can significantly improve the speed of your workstation, particularly when using hosted or cloud email service providers such Office 365.

Improved email security reduces the potential for downtime, not just of your business email system but also your workstations, servers and entire network.

Reputation

Implementing safeguards with your outgoing email and your business domain name reduces the chance of a client or supplier receiving a virus, fake invoice or fake email claiming to be from your system.