Because of the relevance of emails in business correspondence, it is no wonder that the legal and official regulatory framework regarding the handling of emails is constantly increasing. So, what are the main security risks for the board, and how to deal with them?
The peculiarities of the email security
Email is one of the most widely used types of service, both in corporate networks and on the Internet. It is not just a way to deliver messages, but the most important means of communication, distribution of information, and management of various business processes. The reliability of data protection in the email system directly protects the organization’s overall level of information security of the organization and, as a consequence, the effectiveness of its activities, which makes it important to create reliable protection for this type of communication.
Common email security risks for the board
Spam, avalanches, and leaks of confidential information – the main problems faced by email users – are related to the lack of protection of modern email systems. But today, board members face many other risks when using email for board collaboration.
Email allows the uncontrolled accumulation of information in archives and is practically indestructible. Contrary to popular belief, deleting email is not easy. Backup copies of messages can remain on the personal computers of the sender and recipient or in the network of companies where they work. Even methodically locating each copy of an email and then deleting it does not guarantee that the message is not left on the hard drive of a computer or server.
The ease of copying an email and the inability to control this operation leads to the fact that the board member can transfer corporate information to any number of people both inside and outside the company anonymously and without proper permission, immediately or after some time. In the end, it threatens a serious confidentiality violation and can lead to unpleasant consequences for the company.
Unlike paper mail, it is effortless to send an email to the wrong address unintentionally. The reason for this can be either inept use of address books, an error in specifying the recipient’s address, or, even worse, accidentally choosing the option to send a message to a large group of users while the message is confidential.
Considering the risks associated with using email by the board members, organizations need to take appropriate measures to protect themselves from them. Therefore, the approach to building an email information security model should be comprehensive and complex – combining organizational measures with proper technical means is necessary.
How to ensure email security for the board`s activity?
There is no 100% reliable way to protect personal email data. However, we recommend using comprehensive measures to keep the email account of the board members private and safe. They are:
- the correct choice of server location;
- installation of a firewall;
- do not open unsolicited attachments;
- control access to a computer or smartphone;
- the use of encryption, which, even when intercepting data, will not read the content;
- installation of effective antivirus programs;
- use of spam filters.
The board members can encrypt the transmitted information with different services. Great opportunities are provided by the famous Kaspersky brand. They can use a VPN to connect to remote clients. Users at risk need to be protected from DDoS attacks. Spam and phishing can be avoided with a multi-level filter system. Their task is to check the reputation of the servers from which the emails come. Besides, using a secure collaborative platform like board software is a win-win solution in this case.