Email encryption hides sent emails in a code that cannot be read. Emails without encryption are still prone to attacks on servers and transmission. There are many risks to sensitive data, and email encryption is mandated by regulations like EU GDPR.
At the gateway level, the end-to-end encryption works transparently, allowing only intended recipients to read encrypted messages. In order to support both subject lines and content in full, transport should be secured with SSL/TLS.
Why go for email archiving?
Email archiving helps in the long-term storage of business-critical communications without altering either the content or its topology. This archiving solution enables data to be searched and retrieved readily for legal, compliance, security, or some other reason. Also, email archiving clears out inbox space and stops the loss of sensitive data. To protect emails, organizations need to understand how to archive encrypted emails and which encryption types exist.
Understanding Email Spoofing
In email spoofing, attackers present themselves as genuine senders by altering something known as the email headers. Critical message information, including who sent it, who received it, and tracking data, is contained within email headers.
Though attackers use a number of other tactics in addition to header manipulation, one that is common is the combination of creating domains that are similar looking to the real counterpart, such as @1egitimatecompany.com instead of @legitimatecompany.com or changing the display name of the email address to make it look like a trusted sender.
Protection Against Email Spoofing
In order to prevent attackers from sending mail from domains, domain owners can set up specific DNS records for authentication. Recipients can protect themselves by:
- Scrutinizing messages demanding urgent action
- Inspecting email headers for inconsistencies
- Using software that filters spoofed messages
Why Email Encryption Matters?
Encrypted email meaning refers to messages that are protected during transmission and storage, preventing unauthorized access. If there is no encryption on emails while en route or on servers, they can be intercepted and tampered with. For that reason, it is important to protect sensitive data through encryption.
Financial and reputational losses from data breaches can be substantial, as can penalties for GDPR violations. Many see encryption as too complex, but according to Virtru, significantly fewer than 50% of emails use client-side encryption. Encryption can occur through:
- Client-based (end-to-end) encryption: Data gets encrypted on the sender’s system, readable only by intended recipients
- Server-based encryption: Emails are encrypted on email servers or gateways when entering or leaving the company
Disadvantages of Encryption Methods
Both client-based and server-based encryption present challenges. Client-based encryption drawbacks include:
- Implementation complexity
- High administrative costs, including user training
Email Archiving Benefits
Archiving email stores copies of all communications including attachments for years in their original form. This makes information quickly accessible and permanently available. Archived emails remain accessible even when email servers temporarily fail. This becomes particularly important for transaction-related emails such as invoices, quotations, and support inquiries.
Let’s talk about the major email security threats
Traditional security measures like antivirus software and firewalls cannot block social-engineering attacks. Email faces numerous security challenges:
- Spoofing
- Phishing attacks
- Security gaps in email services
- Domain squatting
- Client-side risks
- Malicious attachments/ransomware
- Browser exploitation
- File format exploits
How does email encryption work?
Encryption disguises original information as cipher code, decipherable only with the correct key. This effective security strategy makes intercepted emails appear as jumbled, unreadable text. Digital email encryption typically employs public-key encryption using a pair of keys. The public key encrypts data, while the private key decrypts it upon receipt.
Anyone can access the public key to send encrypted messages, but only the private key holder can decrypt them. This eliminates information exposure risks during transmission. The private key works exclusively with data encrypted by its corresponding public key.
Can you combat email spoofing?
Simple Mail Transfer Protocol (SMTP) lacks authentication procedures, making phishing through spoofing relatively easy. However, organizations can implement tools to overcome this SMTP flaw. Email archiving helps centralize email data, reducing unauthorized access risks through secure storage.
Cloud archiving solutions typically include encryption and role-based access controls for enhanced protection. Centralized archives support faster incident response by ensuring historical email data remains available for analysis.
- Legal Discovery and Audits
During legal disputes and audits, organizations must access specific emails quickly. Comprehensive email archives provide relevant records without disrupting operations. Archiving solutions store emails in tamper-proof formats, making them legally admissible during investigations or court proceedings.
- Email Spoofing Mechanics
Attackers typically create spoofed emails by finding mail servers with open SMTP ports. SMTP’s minimal protections make open ports easy targets for launching spoofing campaigns.
Why Do Organizations Need Both Encryption and Archiving?
Email encryption and archiving serve different but equally important functions. What is an encrypted email? It is a message protected during transmission and storage, ensuring only authorized recipients can access sensitive information. Without encryption, emails remain vulnerable to interception and data breaches.
Archiving email preserves communications for future reference. It enables organizations to meet legal requirements and supports efficient information retrieval. Archiving solutions simplify legal discovery and audits by providing tamper-proof records.
Best Practices for Email Archiving
Implementing effective email archiving practices ensures compliance and maximizes benefits:
- Copy all data to separate locations using reliable archiving software or encrypted PDFs
- Meet compliance standards like HIPAA, GDPR, or FINRA
- Use intuitive, easy-to-navigate archiving systems
- Implement effective categorization and tagging methods
Understanding secure email solutions
“Secure email” encompasses various protective measures, including Secure Socket Layers (SSL) for establishing secure connections between web servers and browsers. These methods typically protect email accounts rather than content through strong passwords and security questions.
Current password recommendations suggest using three unrelated words, with length often more important than complexity. Custom questions outperform pre-selected options for security questions. Multi-factor authentication (MAF) provides additional security through mobile verification codes, facial recognition, or fingerprint scans.
Various email encryption types
While secure email solutions protect stored data, encryption secures messages during transmission. Two common encryption types exist:
- Encryption in transit (TLS/SSL/STARTTLS)
Transport Layer Security (TLS) protects emails during transportation. This basic encryption secures the message transition channel rather than the message itself. Many email clients like Gmail and Yahoo use TLS by default.
- End-to-end encryption (public key encryption)
End-to-end encryption uses digital key pairs that are public and private. The public key connects to email addresses, allowing others to send encrypted messages. The private key, available only to the recipient, decrypts incoming messages.
Conclusion
Encryption and archiving serve fundamental roles in data management. Encryption protects sensitive information from unauthorized access. Archiving ensures long-term accessibility of valuable information.
Together, these technologies enable organizations to navigate the digital landscape with confidence and efficiency. Implementing both email archiving and encrypted email solutions provides comprehensive protection against modern threats while meeting regulatory requirements.
