Sample Internet and Email Policy for Employees. recipients, and use restraint when sending large files to more than one person. G. Attempt to impersonate another person or forge an email header. ∙ info@companydomain.com Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware. Storage limits may vary by employee or position within the company. C. The email must contain contact information of the sender. It builds on the DKIM and SPF protocols to detect and prevent email spoofing. Title Never open email attachments from unknown sources. Email encryption often includes authentication. The company may take steps to report and prosecute violations of this policy, in accordance with company standards and applicable laws. 6.8 Spam: Unsolicited bulk email. The IT department is able to assist in email signature setup if necessary. 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. ∙ sales@companydomain.com IRONSCALES also provides a full suite of security awareness training and phishing simulation, with customizable phishing templates and engaging training materials. This will help determine what damage the attack may have caused. Unless otherwise indicated, for the purposes of backup and retention, email should be considered operational data. Also known as a passphrase or passcode. Viruses, Trojans, and other malware can be easily delivered as an email attachment. Phishing attacks are seldom perfectly executed. 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. Email security issues: How to root out and solve them 6.2 Certificate: Also called a Digital Certificate. Knowingly misrepresent the company’s capabilities, business practices, warranties, pricing, or policies. 7.3.1 The company makes the distinction between the sending of mass emails and the sending of user has, and something the user knows. 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. 6.3 Data Leakage: Also called Data Loss, data leakage refers to data or intellectual property that is pilfered in Make sure the policy is enabled. In addition, having a … For external email systems, the company reserves the right to further limit this email attachment limitation. A. Email accounts will be set up for each user determined to have a business need to send This allows attackers to use email as a way to cause problems in attempt to profit. Because email is an open format, it can be viewed by anyone who can intercept it, causing email security concerns. 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. 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. References in this policy to the “Company” shall mean the company at which you are employed or for which you provide services. 8.1 CPP-IT-006 Information Security Policy 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. Carefully check emails. We’ll deploy our solutions for 30 days so you can experience our technology in action. 6.7 Password: A sequence of characters that is used to authenticate a user to a file, computer, network, or 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. On the Policy page, select Safe Links. This list is not exhaustive, but is included to provide a frame of reference for types of activities that are deemed unacceptable. If you don't already have an OWA mailbox policy, create one with the New-OwaMailboxPolicy cmdlet. Spam often includes advertisements, but can include malware, links to The insecure nature of … Employees must: B. A better solution is to deploy a secure email gateway that uses a multi-layered approach. ; Open the policy's Settings tab and configure it. professional application of the company’s email principles. An email gateway scans and processes all incoming and outgoing email and makes sure that threats are not allowed in. complete features are enabled; using the reply all function; or using distribution lists in order to avoid inadvertent information disclosure to an unintended recipient. Learn how upgrading to Proofpoint can help you keep pace with today's ever‑evolving threat landscape. 6.4 Email: Short for electronic mail, email refers to electronic letters and other communication sent between A The recommended format is: 8.2 CPP-IT-015 Acceptable Use Policy. It’s important to understand what is in the entire email in order to act appropriately. 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. 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. company or person. 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. One seemingly harmless e-mail can compromise your entire firm’s security. 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. Become a channel partner. 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 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). Protect against digital security risks across web domains, social media and the deep and dark web. Email was designed to be as open and accessible as possible. 7.4.1 Email systems were not designed to transfer large files and, as such, emails should not contain 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. 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. A security policy can either be a single document or a set of documents related to each other. One of the first best practices that organizations should put into effect is implementing a secure email gateway. Examples are smart cards, tokens, or biometrics, in combination with a password. To modify the default policy: On the Safe links page, under Policies that apply to the entire organization, double-click the Default policy. Our E-mail Security Policy is a ready-to-use, customizable policy. 7.4.2 Users should recognize the additive effect of large email attachments when sent to multiple If security incidents are detected by these policies, the organization needs to have actionable intelligence about the scope of the attack. 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. Here are the steps: Connect to an Exchange Online Remote PowerShell session. Email security. Set up Email Security, if you have not already done so.. Edit the Email Security policy. This is why e-mail security is so important. Learn about the latest security threats and how to protect your people, data, and brand. Send any information that is illegal under applicable laws. 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. F. Make fraudulent offers for products or services. © 2021. DMARC (Domain-based Message Authentication, Reporting, and Conformance) is an email authentication policy and reporting protocol. The corporate email system is for corporate communications. 4.2.1 Review and update the policy as needed. It might sound technical, but using two-tier authentication is quite … Deep Sea Petroleum and Chemical Transportation. determination of the CTO or their designee. Proofpoint is a leading cybersecurity company that protects organizations' greatest assets and biggest risks: their people. 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. Employees must adhere to this policy at all times, in addition to our confidentiality and data protection guidelines. A. 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. Email Security Policy. The email must contain a subject line relevant to the content. 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. No method of email filtering is 100% effective, so the user is asked additionally to be cognizant of this policy C. Never click links within email messages unless he or she is certain of the link’s safety. mass emails. Simplify social media compliance with pre-built content categories, policies and reports. Learn about our global consulting and services partners that deliver fully managed and integrated solutions. C. Send any emails that may cause embarrassment, damage to reputation, or other harm to the company. One of the first policies most organizations establish is around viewing the contents of emails flowing through their email servers. 6.5 Encryption: The process of encoding data with an algorithm so that it is unintelligible and secure without Learn about our unique people-centric approach to protection. 6.1 Auto Responder: An email function that sends a predetermined response to anyone who sends an email Browse our webinar library to learn about the latest threats, trends and issues in cybersecurity. Our sample email use policy is designed to help you create a policy that works for your business. Many email and/or anti-malware programs will identify and quarantine emails that it deems suspicious. 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. to a certain address. C. Phone number(s) Users of the corporate email system are expected to check and respond to email in a consistent and timely manner. their designee and/or executive team. 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. names of company employees who handle certain functions. Privacy Policy send and receive email. 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 Often there’s a tell, such as … networked computer users, either within a company or between companies. B. In 2019, we saw several shifts in the way leaders in the information security sector approached security. Often used in VPN and encryption management to establish trust of the remote entity. 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 7.2.2 Email signatures may not include personal messages (political, humorous, etc.). 7.6 Company ownership and business communications. assistance is required. Block and resolve inbound threats across the entire email attack vector. The sending of spam, on the other hand, is strictly prohibited. (such as when communicating with the company’s employees or customer base), and is allowed as the situation dictates. These issues can compromise our reputation, legality and security of our equipment. 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. Safeguard business-critical information from data exfiltration, compliance risks and violations. 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. 6.9 Smartphone: A mobile telephone that offers additional applications, such as PDA functions and email. E. Send emails that cause disruption to the workplace environment or create a hostile workplace. 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 B. But that’s just the beginning. Learn about the human side of cybersecurity. should keep in mind that the company loses any control of email once it is sent external to the company network. At a minimum, the signature should include the user’s: A. unsolicited email (spam). ∙ Firstname.lastname@companydomain.com (Alias) 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. Malware sent via email messages can be quite destructive. It allows people in organizations to communicate with each other and with people in other organizations. mechanism. The company reserves the right to monitor any and all use of the computer network. I. 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. It indicates to whom and from whom emails can be sent or received and defines what constitutes appropriate content for work emails. Email is also a common entry point for attackers looking to gain a foothold in an enterprise network and obtain valuable company data. Email policies protect the company’s network from unauthorized data access. 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. Keep in mind that email may be backed up, otherwise copied, retained, or used for legal, disciplinary, or 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. A file that confirms the identity of an entity, such as a This will prevent attackers from viewing emails, even if they were to intercept them. At the discretion of the Chief Technology Officer(CTO), the company may further secure email with certificates, two factor authentication, or another security 1.1 The purpose of this policy is to detail the company’s usage guidelines for the email system. Secure your investments in Microsoft 365, Google G Suite, and other cloud applications. A. Terms and conditions ∙ Domainname@Crowley365,mail.onmicromsoft.com (Alias). 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. 7.5.1 Users must use care when opening email attachments. Get deeper insight with on-call, personalized assistance from our expert team. the key. It can also be used as evidence against an organization in a legal action. Keeping this information private can decrease risk by reducing the chances of a social engineering attack. Users may receive a malicious email that slips through the secure email gateway, so it’s critical that they understand what to look for. Usage of E-mail system is limited to business needs or any helpful messages. 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. policies. another reason, the company will disable the user’s access to the account by password change, disabling the account, or another method. 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. Conduct non-company-related business. If the content is sensitive, it needs to be encrypted before it is emailed to the intended recipient. about the company’s services are exempt from the above requirements. Double check internal corporate emails. B. Protect from data loss by negligent, compromised, and malicious users. D. Fax number if applicable 7.3.2 It is the company’s intention to comply with applicable laws governing the sending of E. URL for corporate website Because email is so critical in today’s business world, organizations have established polices around how to handle this information flow. This solution should be able to analyze all outbound email traffic to determine whether the material is sensitive. 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. A security policy template won’t describe specific solutions to problems. 7.1.1 Emails sent from a company email account must be addressed and sent carefully. 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. Learn about our threat operations center and read about the latest risks in our threat blog and reports. 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. Email is often used to spread malware, spam and phishing attacks. The company uses email as an important communication medium for business operations. 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. 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. 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. Email security is a term for describing different procedures and techniques for protecting email accounts, content, and  communication against unauthorized access, loss or compromise. Users should limit email attachments to 30Mb or less. Read how Proofpoint customers around the globe solve their most pressing cybersecurity challenges. 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. B. It’s also important to deploy an automated email encryption solution as a best practice. There are certain transactions that are... 2. Additional encryption methods are available for attachments within the email. D. The email must contain no intentionally misleading information (including the email header), blind redirects, or deceptive links. and use common sense when opening emails. ∙ techsupport@companydomain.com Advance your strategy to solve even more of today's ever‑evolving security challenges. 4.3.1 Protect the confidentiality, integrity, and availability of Crowley’s electronic information. Company name small amounts or otherwise removed from the network or computer systems. All access to electronic messages must be limited to properly authorized personnel. 1.0 PURPOSE. Examples Access the full range of Proofpoint support services. Engage your users and turn them into a strong line of defense against phishing and other cyber attacks. 7.11.5 Account activation: 7.12.1 The following actions shall constitute unacceptable use of the corporate email system. 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 7.9.1 Sensitive data should be sent via an encrypted attachment and not in plain text within an email. Most often they are exposed to phishing attacks, which have telltale signs. 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. Learn why organizations are moving to Proofpoint to protect their people and organization. Contact The user may not use the corporate email system to: A. 4.1.2 Protect the confidentiality, integrity, and availability of Company electronic information. 7.3.3 Emails sent to company employees, existing customers, or persons who have already inquired All rights reserved. 7.8.1 Users should expect no privacy when using the corporate network or company resources. A. Email storage may be provided on company servers or other devices. Stand out and make a difference at one of the world's leading cybersecurity companies. 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. In the Security & Compliance Center, in the left navigation pane, under Threat management, select Policy. 7.11.6 Account termination: Connect with us at events to learn how to protect your people and data from ever‑evolving threats. Users 6.10 Two Factor Authentication: A means of authenticating a user that utilizes two methods: something the Never open unexpected email attachments. 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 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. If … Deliver Proofpoint solutions to your customers and grow your business. Training employees on appropriate email usage and knowing what is a good and bad email is also an important best practice for email security. Defines the requirement for a baseline disaster recovery plan to be … Unsubscribe requests must be honored immediately. B. Learn about our relationships with industry-leading firms to help protect your people, data and brand. A. Block attacks with a layered solution that protects you against every type of email fraud threat. The best email security policy requires a holistic approach of the issue, understanding both the problem's scope and the most likely threats. 7.11.3 Email addresses must be constructed in a standard format in order to maintain consistency attachments of excessive file size. B. Email should be retained and backed up in accordance with the applicable Data leakage is sometimes malicious and sometimes inadvertent by users with good intentions. H. Send spam, solicitations, chain letters, or pyramid schemes. Stay ahead of email threats with email security from the exclusive migration partner of Intel Security. D. Users are strictly forbidden from deleting email in an attempt to hide a violation of this or another company policy. As every company is different, it's important to consider how you use email and write a policy … After these baseline policies are put into effect, an organization can enact various security policies on those emails. 4.3.2 Ensure completion of IT managed services’ Statements of Work. C. Users are encouraged to delete email periodically when the email is no longer needed for business purposes. 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. 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. An email security policy is an official company document that details acceptable use of your organization's email system. 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