This Week in Imaging: Securing and Protecting email Communications

by Kathleen Wirth · July 26, 2024

This week’s interesting news comes from cybersecurity firm Artic Wolf, which reports that some 70 percent of business have been targeted by email cyber attacks.

Those attacks have also become much more sophisticated. Gone are the easy-to-spot offers from Nigerian princes. Instead, criminals pose as suppliers and clients, sending emails and invoices that can be hard to distinguish from the real thing.

For instance, Kyocera Document Solutions recently published a letter to customers, warning them to beware of fake emails. It said things to be aware of include domain names that resemble legitimate Kyocera email addresses; requests to remit funds to a fake account; and misspellings.

Email Security Checklist

The first and most important thing to secure email is to educate employees. Enterprises should conduct regular training sessions to help employees identify phishing and other email scams. Remind employees that an email from an unknown sender is like a stranger entering the office building. Companies should also establish clear policies for handling emails, especially those requesting sensitive information or financial transactions.

Other things that help include:

Email Security SolutionsPreview (opens in a new tab)

Advanced Spam Filters: Use advanced spam filters and email security solutions to detect and block phishing emails.
Attachment Scanning: Implement email security solutions that scan attachments for malware before they reach employees.
Link Protection: Use email security tools that can analyze links in emails and block access to malicious websites.

Technical Solutions

Email Authentication: Implement SPF (Sender Policy Framework), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting & Conformance) to prevent email spoofing.
Encryption: Use email encryption to protect sensitive information from being intercepted by attackers.
Two-Factor Authentication (2FA): Require 2FA for email accounts to add an additional layer of security.

Network and System Security

Firewall and Antivirus: Ensure that firewalls and antivirus software are up-to-date and configured correctly.
Regular Updates and Patches: Keep all software, including operating systems and email clients, up-to-date with the latest security patches.
Segmentation: Segment the network to limit the spread of malware if an email attack is successful.

Monitoring and Incident Response

Email Monitoring: Continuously monitor email traffic for signs of phishing and other malicious activity.
Incident Response Plan: Develop and regularly update an incident response plan for dealing with email attacks.
Reporting Mechanisms: Provide employees with easy-to-use mechanisms to report suspicious emails.

Third-Party Vendor Security

Vendor Assessment: Assess the email security practices of third-party vendors.
Secure Communication Channels: Use secure communication channels with vendors for exchanging sensitive information.

Data Loss Prevention (DLP)

Implement DLP Solutions: Use DLP solutions to monitor, detect, and prevent potential data breaches involving email.

Regular Audits and Penetration Testing

Security Audits: Conduct regular security audits to identify and address vulnerabilities in your email system.
Penetration Testing: Perform regular penetration testing to evaluate the effectiveness of your email security measures.

Overall though, paper remains the standard for the most secure document format. Fax is also more secure than email, as fax uses the Public Switched Telephone Network, under which hacking is virtually impossible – something to consider when keeping documents secure is critical.

This Week in Imaging

Financial News

Canon Reports Strong Financial Results for Second Quarter, First Half

Revenue Down for Xerox’s Second Quarter, Lowers Forecast

U.S. Equipment and Software Market Expands in First Quarter

Office Printers and MFPs

New Xerox AltaLink Series Are First Printer/MFPs with AI Assistance

HP Expands Financing to Consumers Across All Credit Classes

Legal Briefs

NInestar Files Request to Remove U.S. Embargo

Market Research and Reports

70 Percent of Business Targeted by email Cyber Attacks