6 Simple Steps to Enhance Your Pratice’s Email Security
In architecture and design, email isn’t just for communication—it’s a lifeline for critical data, project proposals, contracts, and confidential client information. But this reliance makes firms prime targets for cyber threats. With phishing, malware, and business email scams rising, practices are increasingly vulnerable to
financial loss and reputational damage.
As an IT service provider specialising in security for architecture and design-based practices, we're committed to fortifying your digital perimeter and safeguarding the sensitive information that fuels your creativity and business success. Here's a streamlined, six-step guide to enhance email security and protect your practice from emerging threats.
Implement Strong Access Controls
The first step in enhancing email security is ensuring that only authorised personnel can access email accounts, which is best achieved by requiring strong, unique passwords and two-factor authentication (2FA) for all accounts.
Unique Passwords: Encourage your team to create unique passwords for each account to prevent password-sharing risks. Store complex passwords in a secure password manager.
Two-Factor Authentication: 2FA adds an extra layer of security by requiring a second form of authentication, such as a code sent to a mobile device. Even if a password is compromised, 2FA can prevent unauthorised access.
2. Educate Employees on Phishing Threats
Phishing emails are among the most common attacks targeting practices, as they can quickly go undetected in busy inboxes. An educated team is your first line of defence against phishing scams.
Regular Training: Conduct regular security awareness training on recognising phishing attempts. Include real-world examples of phishing emails that have targeted your industry.
Simulated Phishing Exercises: Regularly simulate phishing attacks to test employees' awareness and response. Use results to tailor future training, especially for those needing additional guidance.
3. Use End-to-End Encryption for Sensitive Emails
Architecture and design practices often deal with highly confidential data—designs, contracts, client information—that needs to be kept secure. Standard email doesn't provide sufficient protection for these sensitive communications.
Email Encryption Tools: End-to-end encryption tools ensure that only the sender and intended recipient can read an email's contents. Tools like S/MIME or PGP encrypt the email's contents, making it unreadable if intercepted.
Secure File Transfer Protocols: For files too large or sensitive to send over regular email, consider using secure file-sharing services that provide encryption and limited access to protect against unauthorised viewing.
4. Set Up Email Filtering and Advanced Threat Detection
Spam filters can catch basic junk, but practices need advanced threat detection to prevent sophisticated attacks like BEC scams or spear-phishing emails.
Spam and Phishing Filters: Ensure your email system has robust spam and phishing filters. These filters use AI and machine learning to detect and isolate potentially harmful emails.
Attachment and Link Scanning: Advanced filters scan attachments and links within emails to detect malicious code before they reach your inbox, protecting against ransomware and malware.
5. Regularly Monitor and Audit Email Accounts
Proactively monitoring and auditing email accounts can reveal suspicious activity early and help prevent breaches. Your team can identify unusual activity that might indicate a compromise by tracking logins, message forwarding, and other account behaviours.
Login Audits: Conduct regular reviews of email login histories to look for anomalies, such as logins from unfamiliar locations or devices.
Access Permissions: Limit access permissions based on role, ensuring that only those who need access to sensitive data have it. If a team member no longer requires certain permissions, remove them immediately to reduce risk.
6. Backup Email Data Regularly
Regularly backing up email data is crucial for minimising data loss during a security incident. In the architecture and design industry, where projects and timelines are critical, data loss could cause major disruptions and costly project delays.
Automated Backups: Set up automated email backups that regularly archive messages in a secure, separate location. This provides a reliable way to recover data during an attack or accidental deletion.
Encryption for Backups: Encrypt backups to maintain the confidentiality of your data and prevent unauthorised access to backup files.
Protecting your practice's email communication is essential in today's digital landscape. While these steps require an initial investment in time and resources, they offer a significant ROI in data security, client trust, and business continuity. By implementing these six email security measures, your firm can reduce the risk of costly breaches and continue to focus on creating outstanding designs without fear of cyber threats.
