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. This list is not exhaustive, but is included to provide a frame of reference for types of activities that are deemed unacceptable. recipients, and use restraint when sending large files to more than one person. Also known as a passphrase or passcode. Send any information that is illegal under applicable laws. This will prevent attackers from viewing emails, even if they were to intercept them. A. In the Security & Compliance Center, in the left navigation pane, under Threat management, select Policy. 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 the user is particularly concerned about an email, or believes that it contains illegal content, he or she should notify his or her supervisor. On the Policy page, select Safe Links. It builds on the DKIM and SPF protocols to detect and prevent email spoofing. B. 4.3.1 Protect the confidentiality, integrity, and availability of Crowley’s electronic information. DMARC (Domain-based Message Authentication, Reporting, and Conformance) is an email authentication policy and reporting protocol. 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. B. Keep up with the latest news and happenings in the ever‑evolving cybersecurity landscape. In addition, having a … Defend against threats, ensure business continuity, and implement email policies. Simplify social media compliance with pre-built content categories, policies and reports. It contains a description of the security controls and it rules the activities, systems, and behaviors of an organization. ∙ Domainname@Crowley365,mail.onmicromsoft.com (Alias). 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. Company name D. Users are strictly forbidden from deleting email in an attempt to hide a violation of this or another company policy. The user may not use the corporate email system to: A. Unless otherwise indicated, for the purposes of backup and retention, email should be considered operational data. and receive company email. attachments of excessive file size. Access the full range of Proofpoint support services. Because email is so critical in today’s business world, organizations have established polices around how to handle this information flow. company or person. H. Send spam, solicitations, chain letters, or pyramid schemes. Terms and conditions Employees must: 4.2.1 Review and update the policy as needed. to a certain address. A security policy template won’t describe specific solutions to problems. 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. 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 This solution should be able to analyze all outbound email traffic to determine whether the material is sensitive. networked computer users, either within a company or between companies. Block attacks with a layered solution that protects you against every type of email fraud threat. Learn about our unique people-centric approach to protection. 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. One seemingly harmless e-mail can compromise your entire firm’s security. Unsubscribe requests must be honored immediately. 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. 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. Knowingly misrepresent the company’s capabilities, business practices, warranties, pricing, or policies. Often there’s a tell, such as … 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. their designee and/or executive team. Engage your users and turn them into a strong line of defense against phishing and other cyber attacks. G. Attempt to impersonate another person or forge an email header. Deep Sea Petroleum and Chemical Transportation. Phishing attacks are seldom perfectly executed. The problem is that email is not secure. B. The company reserves the right to monitor any and all use of the computer network. The IT department is able to assist in email signature setup if necessary. Email encryption often includes authentication. Privacy Policy If the content is sensitive, it needs to be encrypted before it is emailed to the intended recipient. Users are prohibited from sending business email from a non-company-provided email account. 8.2 CPP-IT-015 Acceptable Use Policy. The company uses email as an important communication medium for business operations. Keep in mind that email may be backed up, otherwise copied, retained, or used for legal, disciplinary, or Learn about our relationships with industry-leading firms to help protect your people, data and brand. But that’s just the beginning. 7.2.2 Email signatures may not include personal messages (political, humorous, etc.). A. other device. As you read this article, you are becoming more savvy when … 7.8.1 Users should expect no privacy when using the corporate network or company resources. Some simple rules may include: Be suspicious of unknown links or requests sent through email or text messages. 6.4 Email: Short for electronic mail, email refers to electronic letters and other communication sent between You can control what happens to messages that fail DMARC checks. 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. View Proofpoint investor relations information, including press releases, financial results and events. another reason, the company will disable the user’s access to the account by password change, disabling the account, or another method. An email gateway scans and processes all incoming and outgoing email and makes sure that threats are not allowed in. Because attacks are increasingly sophisticated, standard security measures, such as blocking known bad file attachments, are no longer effective. Block and resolve inbound threats across the entire email attack vector. These issues can compromise our reputation, legality and security of our equipment. 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. I. A. Email storage may be provided on company servers or other devices. the key. This includes sending emails that are intentionally inflammatory, or that include information not conducive to a professional working atmosphere. Title Make sure the policy is enabled. An email encryption solution reduces the risks associated with regulatory violations, data loss and corporate policy violations while enabling essential business communications. names of company employees who handle certain functions. mass emails. 7.6 Company ownership and business communications. 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. infected websites, or other malicious or objectionable content. across the company. Conduct non-company-related business. Carefully check emails. Used to protect data during transmission or while stored. Email Security provides protection against spam. 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. C. Never click links within email messages unless he or she is certain of the link’s safety. ∙ Firstname.lastname@companydomain.com (Alias) Mass emails may be useful for both sales and non-sales purposes Learn about our threat operations center and read about the latest risks in our threat blog and reports. At a minimum, the signature should include the user’s: A. 1.0 PURPOSE. There are certain transactions that are... 2. Don’t open email attachments from unknown sources, and only open attachments from known sources after confirming the... Never … This functionality may or may not be used at the discretion of the IT Security Manager, or their designee. Become a channel partner. An attacker could easily read the contents of an email by intercepting it. Stay ahead of email threats with email security from the exclusive migration partner of Intel Security. Set up Email Security, if you have not already done so.. Edit the Email Security policy. 7.3.3 Emails sent to company employees, existing customers, or persons who have already inquired 6.5 Encryption: The process of encoding data with an algorithm so that it is unintelligible and secure without 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 7.6.1 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. user has, and something the user knows. IRONSCALES also provides a full suite of security awareness training and phishing simulation, with customizable phishing templates and engaging training materials. 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. professional application of the company’s email principles. Read the latest press releases, news stories and media highlights about Proofpoint. Email policies protect the company’s network from unauthorized data access. A. Email accounts will be set up for each user determined to have a business need to send 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. Training employees on appropriate email usage and knowing what is a good and bad email is also an important best practice for email security. Connect with us at events to learn how to protect your people and data from ever‑evolving threats. Email is also a common entry point for attackers looking to gain a foothold in an enterprise network and obtain valuable company data. B. Employees must adhere to this policy at all times, in addition to our confidentiality and data protection guidelines. 7.12.1 The following actions shall constitute unacceptable use of the corporate email system. 7.1.1 Emails sent from a company email account must be addressed and sent carefully. Never open email attachments from unknown sources. Never open unexpected email attachments. Proofpoint is a leading cybersecurity company that protects organizations' greatest assets and biggest risks: their people. 7.11.6 Account termination: Because email is an open format, it can be viewed by anyone who can intercept it, causing email security concerns. The best email security policy requires a holistic approach of the issue, understanding both the problem's scope and the most likely threats. No method of email filtering is 100% effective, so the user is asked additionally to be cognizant of this policy 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. One of the first policies most organizations establish is around viewing the contents of emails flowing through their email servers. few examples of commonly used email aliases are: ∙ pr@companydomain.com Today’s cyber attacks target people. This allows attackers to use email as a way to cause problems in attempt to profit. 6.3 Data Leakage: Also called Data Loss, data leakage refers to data or intellectual property that is pilfered in Learn how upgrading to Proofpoint can help you keep pace with today's ever‑evolving threat landscape. Stop advanced attacks and solve your most pressing security concerns with our solution bundles. Defines the requirement for a baseline disaster recovery plan to be … Read how Proofpoint customers around the globe solve their most pressing cybersecurity challenges. 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. B. C. Send any emails that may cause embarrassment, damage to reputation, or other harm to the company. Users of the corporate email system are expected to check and respond to email in a consistent and timely manner. Email was designed to be as open and accessible as possible. Often used by employees who will not have access to email for an extended period of time, to notify senders of their absence. The corporate email system is for corporate communications. A. Email is often used to spread malware, spam and phishing attacks. Usage of E-mail system is limited to business needs or any helpful messages. Learn about the technology and alliance partners in our Social Media Protection Partner program. ∙ sales@companydomain.com As every company is different, it's important to consider how you use email and write a policy … 7.3.2 It is the company’s intention to comply with applicable laws governing the sending of Here are a few of the reasons why your businesses need an email policy: 1. 6.1 Auto Responder: An email function that sends a predetermined response to anyone who sends an email The best course of action is to not open emails that, in the user’s opinion, seem suspicious. 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. C. The email must contain contact information of the sender. Our sample email use policy is designed to help you create a policy that works for your business. Examples Here are the steps: Connect to an Exchange Online Remote PowerShell session. 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. Episodes feature insights from experts and executives. Sample Internet and Email Policy for Employees. other reasons. assistance is required. Learn about the benefits of becoming a Proofpoint Extraction Partner. 6.6 Mobile Device: A portable device that can be used for certain applications and data storage. 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. The recommended format is: Spam often includes advertisements, but can include malware, links to Stand out and make a difference at one of the world's leading cybersecurity companies. The company may or may not use email aliases, as deemed appropriate by the CTO or 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 Safeguard business-critical information from data exfiltration, compliance risks and violations. Such use may include but is not limited to: transmission and storage of files, data, and messages. 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. 7.9.1 Sensitive data should be sent via an encrypted attachment and not in plain text within an email. 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. In 2019, we saw several shifts in the way leaders in the information security sector approached security. complete features are enabled; using the reply all function; or using distribution lists in order to avoid inadvertent information disclosure to an unintended recipient. Disaster Recovery Plan Policy. 7.3.1 The company makes the distinction between the sending of mass emails and the sending of 7.11.3 Email addresses must be constructed in a standard format in order to maintain consistency 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. If security incidents are detected by these policies, the organization needs to have actionable intelligence about the scope of the attack. 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. Protect your people and data in Microsoft 365 with unmatched security and compliance tools. 6.8 Spam: Unsolicited bulk email. 7.7.1 Users are required to use a non-company-provided (personal) email account for all nonbusiness communications. To modify the default policy: On the Safe links page, under Policies that apply to the entire organization, double-click the Default policy. 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. should keep in mind that the company loses any control of email once it is sent external to the company network. Information Security for assistance with this. 7.4.2 Users should recognize the additive effect of large email attachments when sent to multiple policies. Deliver Proofpoint solutions to your customers and grow your business. 8.1 CPP-IT-006 Information Security Policy 7.9.3 Passwords used to access email accounts must be kept confidential and used in adherence with the Password Policy. © 2021. Storage limits may vary by employee or position within the company. If security incidents are detected by these policies, the organization needs to have actionable intelligence about the scope of the attack. B. 4.1.3 When contracting with an external IT supplier, help ensure the supplier meets contractual obligations to protect and manage Company IT assets. This became an issue as organizations began sending confidential or sensitive information through email. Email security issues: How to root out and solve them Get deeper insight with on-call, personalized assistance from our expert team. 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. about the company’s services are exempt from the above requirements. Email is an insecure means of communication. 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. 7.7.2 Users must follow applicable policies regarding the access of non-company-provided accounts from the company network. 4.3.2 Ensure completion of IT managed services’ Statements of Work. A file that confirms the identity of an entity, such as a determination of the CTO or their designee. Protect against digital security risks across web domains, social media and the deep and dark web. Our E-mail Security Policy is a ready-to-use, customizable policy. 6.7 Password: A sequence of characters that is used to authenticate a user to a file, computer, network, or C. Phone number(s) When a user leaves the company, or his or her email access is officially terminated for Protect against email, mobile, social and desktop threats. 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. Keeping this information private can decrease risk by reducing the chances of a social engineering attack. Defend against cyber criminals accessing your sensitive data and trusted accounts. It can also be used as evidence against an organization in a legal action. Advance your strategy to solve even more of today's ever‑evolving security challenges. 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. Aliases reduce the exposure of unnecessary information, such as the address format for company email, as well as (often) the 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. 6.9 Smartphone: A mobile telephone that offers additional applications, such as PDA functions and email. Find the information you're looking for in our library of videos, data sheets, white papers and more. Reduce risk, control costs and improve data visibility to ensure compliance. The email account storage size must be limited to what is reasonable for each employee, at the and use common sense when opening emails. It might sound technical, but using two-tier authentication is quite … It allows people in organizations to communicate with each other and with people in other organizations. References in this policy to the “Company” shall mean the company at which you are employed or for which you provide services. Email Security Policy. 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. Using two-tier authentication. Further, email must not be deleted when there is an active investigation or litigation where that email may be relevant. This will help determine what damage the attack may have caused. After these baseline policies are put into effect, an organization can enact various security policies on those emails. ∙ techsupport@companydomain.com Often used in VPN and encryption management to establish trust of the remote entity. 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