E-mail has changed the way we communicate, mostly for the better. As businesses rely more and more on email communication, small business networks have become more vulnerable to increasingly sophisticated malware programs, including computer viruses, worms, trojan horses and spyware. Ignoring small business security could be a tragic mistake. Small business owners and managers must examine what's at risk when they communicate sensitive data over email. In most cases, it is network data and the business itself. Data loss can create a financial and operational burden that can harm your business. Conventional firewall and antivirus solutions are no longer sufficient protection from current threats, which means it's critical to keep up with continually evolving security technologies and business practices. Here are some tips for e-mail security within small businesses.
-Implement an email archiving system that can recognize email that is consistent with your corporate culture, regulatory requirements and industry
-Specify policies and controls regarding what can be stored on user desktops and laptops, so you can control and protect important data. Further, empower your network administrators to enforce those policies by giving them the tools to do so
-Be sure all key departments within your organization, such as legal, IT and HR, understand the policies; require them to sign off on your email filtering, retention, retrieval and analysis policies
-Keep the big picture in mind. Staying attuned to how threats and anti-threat solutions are evolving, will better prepare you to identify problem areas for your business and to take the necessary steps to guard against them. If you don’t think you have the time to monitor these threats, lean on a trusted technology partner who does. And remember -- the investment is worth it
-It cannot be said enough: educate your staff. By teaching them how to prevent the spread of viruses and worms via email attachments and phishing scams, you are investing in your organization’s overall well being. Make sure all employees are educated against opening spam or emails from unknown senders. Reiterate this policy frequently. Do your research. Talk to other small businesses and see what is and is not working for them. Get your budget approved and do the necessary leg work -- you won’t regret it
In a society where instant communication is the norm, it is easy to take email for granted -- but there is no excuse for shortcuts when it comes to security. Take advantage of the available solutions, and encourage your network administrators to enforce security policies -- you, your employees and your clients will be happy that you did.
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