∙ Firstname.lastname@companydomain.com (Alias) This is why e-mail security is so important. 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. policies. Block attacks with a layered solution that protects you against every type of email fraud threat. 6.3 Data Leakage: Also called Data Loss, data leakage refers to data or intellectual property that is pilfered in Users should limit email attachments to 30Mb or less. 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 uses email as an important communication medium for business operations. 7.11.6 Account termination: networked computer users, either within a company or between companies. across the company. Learn about the benefits of becoming a Proofpoint Extraction Partner. other device. Because email is so critical in today’s business world, organizations have established polices around how to handle this information flow. 7.5.1 Users must use care when opening email attachments. 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. The Corporate Standardized Email Signature Template can be found on C-link. Voicemail, email, and internet usage assigned to … 7.9.3 Passwords used to access email accounts must be kept confidential and used in adherence with the Password Policy. Email encryption often includes authentication. 7.8.1 Users should expect no privacy when using the corporate network or company resources. 6.2 Certificate: Also called a Digital Certificate. The recommended format is: If security incidents are detected by these policies, the organization needs to have actionable intelligence about the scope of the attack. Disaster Recovery Plan Policy. mechanism. Email Security Policy. 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. This became an issue as organizations began sending confidential or sensitive information through email. 7.4.2 Users should recognize the additive effect of large email attachments when sent to multiple Often used by employees who will not have access to email for an extended period of time, to notify senders of their absence. 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. Read how Proofpoint customers around the globe solve their most pressing cybersecurity challenges. When a user leaves the company, or his or her email access is officially terminated for 7.4.1 Email systems were not designed to transfer large files and, as such, emails should not contain E. Send emails that cause disruption to the workplace environment or create a hostile workplace. are PDAs or Smartphones. I. Terms and conditions At a minimum, the signature should include the user’s: A. 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. about the company’s services are exempt from the above requirements. C. Never click links within email messages unless he or she is certain of the link’s safety. 1.0 PURPOSE. 4.1.2 Protect the confidentiality, integrity, and availability of Company electronic information. 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. Often used in VPN and encryption management to establish trust of the remote entity. Email Security provides protection against spam. 7.6 Company ownership and business communications. It contains a description of the security controls and it rules the activities, systems, and behaviors of an organization. 4.1.3 When contracting with an external IT supplier, help ensure the supplier meets contractual obligations to protect and manage Company IT assets. infected websites, or other malicious or objectionable content. Engage your users and turn them into a strong line of defense against phishing and other cyber attacks. Sample Internet and Email Policy for Employees. Further, email must not be deleted when there is an active investigation or litigation where that email may be relevant. Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware. 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. Email is often used to spread malware, spam and phishing attacks. 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. 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). One of the first best practices that organizations should put into effect is implementing a secure email gateway. Because attacks are increasingly sophisticated, standard security measures, such as blocking known bad file attachments, are no longer effective. Viruses, Trojans, and other malware can be easily delivered as an email attachment. 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. 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. Here are the steps: Connect to an Exchange Online Remote PowerShell session. It allows people in organizations to communicate with each other and with people in other organizations. Unless otherwise indicated, for the purposes of backup and retention, email should be considered operational data. Get deeper insight with on-call, personalized assistance from our expert team. You can control what happens to messages that fail DMARC checks. Learn why organizations are moving to Proofpoint to protect their people and organization. If … 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. ∙ sales@companydomain.com ∙ info@companydomain.com Email security is a term for describing different procedures and techniques for protecting email accounts, content, and  communication against unauthorized access, loss or compromise. B. A. Email accounts will be set up for each user determined to have a business need to send Learn how upgrading to Proofpoint can help you keep pace with today's ever‑evolving threat landscape. Usage of E-mail system is limited to business needs or any helpful messages. One of the first policies most organizations establish is around viewing the contents of emails flowing through their email servers. 7.11.3 Email addresses must be constructed in a standard format in order to maintain consistency Additionally, the user should be advised that email sent to or from certain public or governmental entities may be considered public record. 7.12.1 The following actions shall constitute unacceptable use of the corporate email system. The user may not use the corporate email system to: A. 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. 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. ∙ techsupport@companydomain.com 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. Secure your investments in Microsoft 365, Google G Suite, and other cloud applications. B. Mass emails may be useful for both sales and non-sales purposes The corporate email system is for corporate communications. 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. At the discretion of the Chief Technology Officer(CTO), the company may further secure email with certificates, two factor authentication, or another security Never open email attachments from unknown sources. 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. J. If security incidents are detected by these policies, the organization needs to have actionable intelligence about the scope of the attack. The insecure nature of … The sending of spam, on the other hand, is strictly prohibited. Double check internal corporate emails. 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. Send any emails that may cause embarrassment, damage to reputation, or other harm to the company. Make sure the policy is enabled. 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. B. 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. complete features are enabled; using the reply all function; or using distribution lists in order to avoid inadvertent information disclosure to an unintended recipient. A. Stand out and make a difference at one of the world's leading cybersecurity companies. Connect with us at events to learn how to protect your people and data from ever‑evolving threats. Examples are smart cards, tokens, or biometrics, in combination with a password. E. URL for corporate website D. Fax number if applicable 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. Find the information you're looking for in our library of videos, data sheets, white papers and more. All access to electronic messages must be limited to properly authorized personnel. An attacker could easily read the contents of an email by intercepting it. Email is an insecure means of communication. Our sample email use policy is designed to help you create a policy that works for your business. 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. Title Phishing attacks are seldom perfectly executed. 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. 8.1 CPP-IT-006 Information Security Policy As you read this article, you are becoming more savvy when … It might sound technical, but using two-tier authentication is quite … 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. Sitemap, Simulated Phishing and Knowledge Assessments, Managed Services for Security Awareness Training. The company reserves the right to monitor any and all use of the computer network. A. other reasons. Data leakage is sometimes malicious and sometimes inadvertent by users with good intentions. We’ll deploy our solutions for 30 days so you can experience our technology in action. A. Email storage may be provided on company servers or other devices. D. The email must contain no intentionally misleading information (including the email header), blind redirects, or deceptive links. IRONSCALES also provides a full suite of security awareness training and phishing simulation, with customizable phishing templates and engaging training materials. Email security. Protect your people and data in Microsoft 365 with unmatched security and compliance tools. professional application of the company’s email principles. Unsubscribe requests must be honored immediately. Defend against threats, ensure business continuity, and implement email policies. Employees must: Examples Training employees on appropriate email usage and knowing what is a good and bad email is also an important best practice for email security. Become a channel partner. 7.7.1 Users are required to use a non-company-provided (personal) email account for all nonbusiness communications. The best email security policy requires a holistic approach of the issue, understanding both the problem's scope and the most likely threats. Send any information that is illegal under applicable laws. Spam often includes advertisements, but can include malware, links to working as well as reduce the risk of an email-related security incident. Knowingly misrepresent the company’s capabilities, business practices, warranties, pricing, or policies. 4.3.1 Protect the confidentiality, integrity, and availability of Crowley’s electronic information. In the Security & Compliance Center, in the left navigation pane, under Threat management, select Policy. The problem is that email is not secure. Carefully check emails. Protect against email, mobile, social and desktop threats. mass emails. It builds on the DKIM and SPF protocols to detect and prevent email spoofing. Advance your strategy to solve even more of today's ever‑evolving security challenges. assistance is required. 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 Browse our webinar library to learn about the latest threats, trends and issues in cybersecurity. Users G. Attempt to impersonate another person or forge an email header. another reason, the company will disable the user’s access to the account by password change, disabling the account, or another method. Episodes feature insights from experts and executives. As every company is different, it's important to consider how you use email and write a policy … Reduce risk, control costs and improve data visibility to ensure compliance. In 2019, we saw several shifts in the way leaders in the information security sector approached security. Deep Sea Petroleum and Chemical Transportation. An email encryption solution reduces the risks associated with regulatory violations, data loss and corporate policy violations while enabling essential business communications. 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 Malware sent via email messages can be quite destructive. few examples of commonly used email aliases are: D. Disseminate defamatory, discriminatory, vilifying, sexist, racist, abusive, rude, harassing, annoying, insulting, threatening, obscene or otherwise inappropriate messages or media. 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. 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. Our E-mail Security Policy is a ready-to-use, customizable policy. 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. 6.9 Smartphone: A mobile telephone that offers additional applications, such as PDA functions and email. Most often they are exposed to phishing attacks, which have telltale signs. Learn about our relationships with industry-leading firms to help protect your people, data and brand. Training helps employees spot and report on these types of emails. C. The email must contain contact information of the sender. A. The email account storage size must be limited to what is reasonable for each employee, at the The email must contain a subject line relevant to the content. Deliver Proofpoint solutions to your customers and grow your business. Secure your remote users and the data and applications they use. 7.3.1 The company makes the distinction between the sending of mass emails and the sending of Users may receive a malicious email that slips through the secure email gateway, so it’s critical that they understand what to look for. DMARC (Domain-based Message Authentication, Reporting, and Conformance) is an email authentication policy and reporting protocol. For external email systems, the company reserves the right to further limit this email attachment limitation. 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. 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. If you don't already have an OWA mailbox policy, create one with the New-OwaMailboxPolicy cmdlet. Additional encryption methods are available for attachments within the email. Since most organizations rely on email to do business, attackers exploit email in an attempt to steal sensitive information. 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. ∙ Domainname@Crowley365,mail.onmicromsoft.com (Alias). An email gateway scans and processes all incoming and outgoing email and makes sure that threats are not allowed in. Block and resolve inbound threats across the entire email attack vector. A ∙ Domainname@companydomain.com In addition, having a … 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. attachments of excessive file size. A better solution is to deploy a secure email gateway that uses a multi-layered approach. No method of email filtering is 100% effective, so the user is asked additionally to be cognizant of this policy names of company employees who handle certain functions. Simplify social media compliance with pre-built content categories, policies and reports. 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. 7.1.2 Users must take extreme care when typing in addresses, particularly when email address auto- Employees must adhere to this policy at all times, in addition to our confidentiality and data protection guidelines. 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. Here are a few of the reasons why your businesses need an email policy: 1. Email security issues: How to root out and solve them 7.2.2 Email signatures may not include personal messages (political, humorous, etc.). 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. Also known as a passphrase or passcode. determination of the CTO or their designee. 8.2 CPP-IT-015 Acceptable Use Policy. This will prevent attackers from viewing emails, even if they were to intercept them. 6.1 Auto Responder: An email function that sends a predetermined response to anyone who sends an email H. Send spam, solicitations, chain letters, or pyramid schemes. 6.5 Encryption: The process of encoding data with an algorithm so that it is unintelligible and secure without Used to protect data during transmission or while stored. company or person. B. A security policy can either be a single document or a set of documents related to each other. C. Phone number(s) Proofpoint is a leading cybersecurity company that protects organizations' greatest assets and biggest risks: their people. Users are prohibited from sending business email from a non-company-provided email account. Learn about our unique people-centric approach to protection. Using two-tier authentication. This functionality may or may not be used at the discretion of the IT Security Manager, or their designee. 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. user has, and something the user knows. A security policy template won’t describe specific solutions to problems. 6.8 Spam: Unsolicited bulk email. Email was designed to be as open and accessible as possible. Keep up with the latest news and happenings in the ever‑evolving cybersecurity landscape. B. Safeguard business-critical information from data exfiltration, compliance risks and violations. These issues can compromise our reputation, legality and security of our equipment. Some simple rules may include: Be suspicious of unknown links or requests sent through email or text messages. 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. Read the latest press releases, news stories and media highlights about Proofpoint. 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. It indicates to whom and from whom emails can be sent or received and defines what constitutes appropriate content for work emails. recipients, and use restraint when sending large files to more than one person. Defend against cyber criminals accessing your sensitive data and trusted accounts. Storage limits may vary by employee or position within the company. © 2021. One seemingly harmless e-mail can compromise your entire firm’s security. and use common sense when opening emails. Stop advanced attacks and solve your most pressing security concerns with our solution bundles. This includes sending emails that are intentionally inflammatory, or that include information not conducive to a professional working atmosphere. 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. On the Policy page, select Safe Links. A file that confirms the identity of an entity, such as a There are certain transactions that are... 2. Keep in mind that email may be backed up, otherwise copied, retained, or used for legal, disciplinary, or Defines the requirement for a baseline disaster recovery plan to be … 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. B. 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. 6.6 Mobile Device: A portable device that can be used for certain applications and data storage. Company name It’s important to understand what is in the entire email in order to act appropriately. 7.7.2 Users must follow applicable policies regarding the access of non-company-provided accounts from the company network. This list is not exhaustive, but is included to provide a frame of reference for types of activities that are deemed unacceptable. 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. Privacy Policy Learn about the latest security threats and how to protect your people, data, and brand. Because email is an open format, it can be viewed by anyone who can intercept it, causing email security concerns. 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. Email is also a common entry point for attackers looking to gain a foothold in an enterprise network and obtain valuable company data. Contact Never open unexpected email attachments. their designee and/or executive team. 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. 4.3.2 Ensure completion of IT managed services’ Statements of Work. 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. 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. 7.9.1 Sensitive data should be sent via an encrypted attachment and not in plain text within an email. 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. The company may take steps to report and prosecute violations of this policy, in accordance with company standards and applicable laws. Today’s cyber attacks target people. An email security policy is an official company document that details acceptable use of your organization's email system. Access the full range of Proofpoint support services. 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. This solution should be able to analyze all outbound email traffic to determine whether the material is sensitive. A. D. Users are strictly forbidden from deleting email in an attempt to hide a violation of this or another company policy. 6.10 Two Factor Authentication: A means of authenticating a user that utilizes two methods: something the After these baseline policies are put into effect, an organization can enact various security policies on those emails. and receive company email. It can also be used as evidence against an organization in a legal action. The best course of action is to not open emails that, in the user’s opinion, seem suspicious. Conduct non-company-related business. 6.7 Password: A sequence of characters that is used to authenticate a user to a file, computer, network, or F. Make fraudulent offers for products or services. 7.1.1 Emails sent from a company email account must be addressed and sent carefully. References in this policy to the “Company” shall mean the company at which you are employed or for which you provide services. Information Security for assistance with this. Email policies protect the company’s network from unauthorized data access. Learn about our global consulting and services partners that deliver fully managed and integrated solutions. 4.2.1 Review and update the policy as needed. Aliases reduce the exposure of unnecessary information, such as the address format for company email, as well as (often) the 7.6.3 Users must use the corporate email system for all business-related email. Stay ahead of email threats with email security from the exclusive migration partner of Intel Security. 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 to a certain address. the key. C. Users are encouraged to delete email periodically when the email is no longer needed for business purposes. Set up Email Security, if you have not already done so.. Edit the Email Security policy. Keeping this information private can decrease risk by reducing the chances of a social engineering attack. Often there’s a tell, such as … 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. unsolicited email (spam). It’s also important to deploy an automated email encryption solution as a best practice. But that’s just the beginning. Users of the corporate email system are expected to check and respond to email in a consistent and timely manner. Protect against digital security risks across web domains, social media and the deep and dark web.

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