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email security policy

Posted on January 12th, 2021

B. The user may not use the corporate email system to: A. The company may or may not use email aliases, as deemed appropriate by the CTO or networked computer users, either within a company or between companies. 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. 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. When a user leaves the company, or his or her email access is officially terminated for Unless otherwise indicated, for the purposes of backup and retention, email should be considered operational data. A file that confirms the identity of an entity, such as a B. Proofpoint is a leading cybersecurity company that protects organizations' greatest assets and biggest risks: their people. 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. names of company employees who handle certain functions. Data leakage is sometimes malicious and sometimes inadvertent by users with good intentions. Employees must adhere to this policy at all times, in addition to our confidentiality and data protection guidelines. 7.5.1 Users must use care when opening email attachments. 7.6 Company ownership and business communications. D. Fax number if applicable C. The email must contain contact information of the sender. ∙ Domainname@companydomain.com Company name It indicates to whom and from whom emails can be sent or received and defines what constitutes appropriate content for work emails. 7.11.3 Email addresses must be constructed in a standard format in order to maintain consistency 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. Additionally, the user should be advised that email sent to or from certain public or governmental entities may be considered public record. If … Users are prohibited from sending business email from a non-company-provided email account. 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 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. A. Email accounts will be set up for each user determined to have a business need to send Learn about our unique people-centric approach to protection. Here are the steps: Connect to an Exchange Online Remote PowerShell session. Our sample email use policy is designed to help you create a policy that works for your business. about the company’s services are exempt from the above requirements. Employees must: Here are a few of the reasons why your businesses need an email policy: 1. their designee and/or executive 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. Email is an insecure means of communication. The best email security policy requires a holistic approach of the issue, understanding both the problem's scope and the most likely threats. References in this policy to the “Company” shall mean the company at which you are employed or for which you provide services. 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. At a minimum, the signature should include the user’s: A. Learn why organizations are moving to Proofpoint to protect their people and organization. Deep Sea Petroleum and Chemical Transportation. B. 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. Secure your investments in Microsoft 365, Google G Suite, and other cloud applications. 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. 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. Also known as a passphrase or passcode. 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. ∙ Domainname@Crowley365,mail.onmicromsoft.com (Alias). E. URL for corporate website 7.4.2 Users should recognize the additive effect of large email attachments when sent to multiple The best course of action is to not open emails that, in the user’s opinion, seem suspicious. 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. Read how Proofpoint customers around the globe solve their most pressing cybersecurity challenges. 7.1.1 Emails sent from a company email account must be addressed and sent carefully. 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. Learn about the technology and alliance partners in our Social Media Protection Partner program. 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. 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. few examples of commonly used email aliases are: Learn about our global consulting and services partners that deliver fully managed and integrated solutions. are PDAs or Smartphones. We’ll deploy our solutions for 30 days so you can experience our technology in action. This functionality may or may not be used at the discretion of the IT Security Manager, or their designee. user has, and something the user knows. 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. 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. Simplify social media compliance with pre-built content categories, policies and reports. 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. Episodes feature insights from experts and executives. But that’s just the beginning. The IT department is able to assist in email signature setup if necessary. 7.7.2 Users must follow applicable policies regarding the access of non-company-provided accounts from the company network. to a certain address. 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. The Corporate Standardized Email Signature Template can be found on C-link. 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. 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. Defend against cyber criminals accessing your sensitive data and trusted accounts. One of the first best practices that organizations should put into effect is implementing a secure email gateway. Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware. complete features are enabled; using the reply all function; or using distribution lists in order to avoid inadvertent information disclosure to an unintended recipient. 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. Stand out and make a difference at one of the world's leading cybersecurity companies. F. Make fraudulent offers for products or services. B. 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 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. Get deeper insight with on-call, personalized assistance from our expert team. Users should limit email attachments to 30Mb or less. 7.3.1 The company makes the distinction between the sending of mass emails and the sending of Keeping this information private can decrease risk by reducing the chances of a social engineering attack. Mass emails may be useful for both sales and non-sales purposes mechanism. Malware sent via email messages can be quite destructive. 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 will help determine what damage the attack may have caused. It builds on the DKIM and SPF protocols to detect and prevent email spoofing. In the Security & Compliance Center, in the left navigation pane, under Threat management, select Policy. Used to protect data during transmission or while stored. The insecure nature of … attachments of excessive file size. 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. After these baseline policies are put into effect, an organization can enact various security policies on those emails. Using two-tier authentication. Our E-mail Security Policy is a ready-to-use, customizable policy. To modify the default policy: On the Safe links page, under Policies that apply to the entire organization, double-click the Default policy. Most often they are exposed to phishing attacks, which have telltale signs. As every company is different, it's important to consider how you use email and write a policy … Deliver Proofpoint solutions to your customers and grow your business. Email Security provides protection against spam. I. It can also be used as evidence against an organization in a legal action. As you read this article, you are becoming more savvy when … 6.3 Data Leakage: Also called Data Loss, data leakage refers to data or intellectual property that is pilfered in Often used by employees who will not have access to email for an extended period of time, to notify senders of their absence. If you don't already have an OWA mailbox policy, create one with the New-OwaMailboxPolicy cmdlet. The company may take steps to report and prosecute violations of this policy, in accordance with company standards and applicable laws. The email must contain a subject line relevant to the content. An attacker could easily read the contents of an email by intercepting it. 4.1.2 Protect the confidentiality, integrity, and availability of Company electronic information. On the Policy page, select Safe Links. Since most organizations rely on email to do business, attackers exploit email in an attempt to steal sensitive information. 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. Defend against threats, ensure business continuity, and implement email policies. 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. 4.3.2 Ensure completion of IT managed services’ Statements of Work. The company uses email as an important communication medium for business operations. 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. Contact Training employees on appropriate email usage and knowing what is a good and bad email is also an important best practice for email security. J. Users may receive a malicious email that slips through the secure email gateway, so it’s critical that they understand what to look for. © 2021. 8.2 CPP-IT-015 Acceptable Use Policy. G. Attempt to impersonate another person or forge an email header. B. (such as when communicating with the company’s employees or customer base), and is allowed as the situation dictates. Usage of E-mail system is limited to business needs or any helpful messages. 6.2 Certificate: Also called a Digital Certificate. The corporate email system is for corporate communications. professional application of the company’s email principles. Often used in VPN and encryption management to establish trust of the remote entity. If security incidents are detected by these policies, the organization needs to have actionable intelligence about the scope of the attack. A. In addition, having a … Because email is so critical in today’s business world, organizations have established polices around how to handle this information flow. H. Send spam, solicitations, chain letters, or pyramid schemes. Privacy Policy 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. determination of the CTO or their designee. Carefully check emails. Reduce risk, control costs and improve data visibility to ensure compliance. Protect against email, mobile, social and desktop threats. Keep in mind that email may be backed up, otherwise copied, retained, or used for legal, disciplinary, or View Proofpoint investor relations information, including press releases, financial results and events. Safeguard business-critical information from data exfiltration, compliance risks and violations. All access to electronic messages must be limited to properly authorized personnel. other reasons. Information Security for assistance with this. 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. 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. 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. Make sure the policy is enabled. 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. 7.3.2 It is the company’s intention to comply with applicable laws governing the sending of Because attacks are increasingly sophisticated, standard security measures, such as blocking known bad file attachments, are no longer effective. 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. 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. Sample Internet and Email Policy for Employees. 7.9.3 Passwords used to access email accounts must be kept confidential and used in adherence with the Password Policy. B. Email should be retained and backed up in accordance with the applicable Aliases reduce the exposure of unnecessary information, such as the address format for company email, as well as (often) the Access the full range of Proofpoint support services. 8.1 CPP-IT-006 Information Security Policy Email was designed to be as open and accessible as possible. 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. C. Users are encouraged to delete email periodically when the email is no longer needed for business purposes. 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. 7.3.3 Emails sent to company employees, existing customers, or persons who have already inquired and use common sense when opening emails. Stay ahead of email threats with email security from the exclusive migration partner of Intel Security. IRONSCALES also provides a full suite of security awareness training and phishing simulation, with customizable phishing templates and engaging training materials. 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 7.4.1 Email systems were not designed to transfer large files and, as such, emails should not contain Email security. A security policy can either be a single document or a set of documents related to each other. Such use may include but is not limited to: transmission and storage of files, data, and messages. It might sound technical, but using two-tier authentication is quite … A. This will prevent attackers from viewing emails, even if they were to intercept them. D. The email must contain no intentionally misleading information (including the email header), blind redirects, or deceptive links. Protect from data loss by negligent, compromised, and malicious users. Find the information you're looking for in our library of videos, data sheets, white papers and more. 6.1 Auto Responder: An email function that sends a predetermined response to anyone who sends an email C. Send any emails that may cause embarrassment, damage to reputation, or other harm to the company. DMARC (Domain-based Message Authentication, Reporting, and Conformance) is an email authentication policy and reporting protocol. and receive company email. 7.12.1 The following actions shall constitute unacceptable use of the corporate email system. Set up Email Security, if you have not already done so.. Edit the Email Security policy. 6.9 Smartphone: A mobile telephone that offers additional applications, such as PDA functions and email. Protect your people and data in Microsoft 365 with unmatched security and compliance tools. Send any information that is illegal under applicable laws. You can control what happens to messages that fail DMARC checks. It’s also important to deploy an automated email encryption solution as a best practice. Learn about the benefits of becoming a Proofpoint Extraction Partner. Knowingly misrepresent the company’s capabilities, business practices, warranties, pricing, or policies. There are certain transactions that are... 2. Spam often includes advertisements, but can include malware, links to Email encryption often includes authentication. Today’s cyber attacks target people. 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. The sending of spam, on the other hand, is strictly prohibited. 6.8 Spam: Unsolicited bulk email. A Block attacks with a layered solution that protects you against every type of email fraud threat. 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. A. Email storage may be provided on company servers or other devices. D. Disseminate defamatory, discriminatory, vilifying, sexist, racist, abusive, rude, harassing, annoying, insulting, threatening, obscene or otherwise inappropriate messages or media. Users Advance your strategy to solve even more of today's ever‑evolving security challenges. the key. 1.0 PURPOSE. Block and resolve inbound threats across the entire email attack vector. Double check internal corporate emails. This allows attackers to use email as a way to cause problems in attempt to profit. This includes sending emails that are intentionally inflammatory, or that include information not conducive to a professional working atmosphere. 4.2.1 Review and update the policy as needed. E. Send emails that cause disruption to the workplace environment or create a hostile workplace. Further, email must not be deleted when there is an active investigation or litigation where that email may be relevant. Sitemap, Simulated Phishing and Knowledge Assessments, Managed Services for Security Awareness Training. This solution should be able to analyze all outbound email traffic to determine whether the material is sensitive. Never open unexpected email attachments. No method of email filtering is 100% effective, so the user is asked additionally to be cognizant of this policy Viruses, Trojans, and other malware can be easily delivered as an email attachment. company or person. Disaster Recovery Plan Policy. Keep up with the latest news and happenings in the ever‑evolving cybersecurity landscape. 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. If the content is sensitive, it needs to be encrypted before it is emailed to the intended recipient. 6.7 Password: A sequence of characters that is used to authenticate a user to a file, computer, network, or Many email and/or anti-malware programs will identify and quarantine emails that it deems suspicious. 7.1.2 Users must take extreme care when typing in addresses, particularly when email address auto- Email policies protect the company’s network from unauthorized data access. 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. 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. 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