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Did you know that small businesses are prime targets for cyberattacks? In fact, research shows that small companies are three times more likely to be attacked by cybercriminals than bigger corporations.
Why is that? It often comes down to one simple fact: most smaller companies cannot afford as robust defenses as their larger counterparts.
But the thing is, you cannot not afford to invest in cybersecurity. After all, if you’re anything like most other smaller companies, you lack the resources to recover from a cyberattack. And a single email breach could expose sensitive customer data, disrupt payment processes, and damage your reputation, which are losses that can be devastating for a smaller operation.
The good news is, you don’t have to pay a fortune to secure your operations, and neither does the process of securing them have to be complex. In this guide, we simplify the optimization of email security and give you the tools you need to really strengthen your defenses.
Start with Multi-Factor Authentication (MFA)
Passwords alone are too easy to compromise – especially if employees reuse them (despite all the warnings). MFA adds an extra layer of security by requiring a second verification step, such as a code sent to a mobile device or a biometric scan.
The immediate benefit is that even if someone gets hold of a password, they won’t gain access without that second factor. For businesses handling payment transactions, this can drastically reduce the risk of unauthorized access to sensitive systems.
Encrypt All Email Communications
Encryption isn’t just for tech giants; small businesses need it, too. It ensures that emails sent from your server are scrambled during transmission and can only be decoded by the intended recipient. This is critical when you’re dealing with sensitive information like payment details, contracts, or customer records.
Most email services offer TLS (Transport Layer Security) for encryption, so make sure it’s enabled and configured correctly. You’ll also want to educate your team on recognizing and avoiding unsecured email connections when communicating externally.
Implement SPF, DKIM, and DMARC
These three protocols are non-negotiable for email security. Configuring them correctly will reinforce trust in your emails, which is essential for payment processing communications where customers and partners must trust what they see.
- SPF (Sender Policy Framework): Ensures only authorized servers can send emails on behalf of your domain, helping to prevent spoofing.
- DKIM (DomainKeys Identified Mail): Adds a digital signature to your emails to verify they haven’t been tampered with. For example, configuring OpenDKIM with Postfix is a common approach for businesses using Postfix as their mail server. It involves generating and publishing DKIM keys in your DNS records, which ensures outgoing emails are properly signed. This does two things for your business: strengthens your domain’s credibility and reduces the likelihood of your emails being flagged as spam.
- DMARC (Domain-based Message Authentication, Reporting, and Conformance): Helps enforce SPF and DKIM policies, providing reporting tools to monitor and block unauthorized emails.
Use Endpoint Security Solutions
Your email security setup involves more than just the emails themselves; the devices accessing them matter, too. Endpoint security tools can prevent malware or unauthorized applications from breaching your systems through infected attachments or links.
Look for tools that integrate well with your email provider and provide real-time scanning of downloads. This is especially helpful when dealing with invoices, contracts, or other attachments that might carry hidden threats.
Train Employees to Spot Threats
Finally, keep in mind that no amount of technology can completely replace human awareness. Plus, cybercriminals often exploit human error, so employee training is critical.
Teach your team how to recognize phishing emails, avoid clicking suspicious links, and verify unexpected requests (especially those involving money transfers or sensitive data). Also, don’t stop at a one-time workshop. After all, cyber threats evolve quickly, so regular updates and refreshers will keep everyone alert.
