Email forwarding, while a seemingly harmless and convenient feature, can pose significant risks to data security and compliance. When misused or left unchecked, email forwarding can lead to inadvertent data leaks, exposing sensitive information to unauthorized parties and resulting in costly compliance breaches.

One of the primary risks is the accidental exposure of sensitive information. Employees may forward emails containing confidential data to personal email accounts for convenience, or they might inadvertently include unintended recipients in a forwarded message. Once these emails leave the secure environment of the organization’s email system, they are subject to lower security standards, making them more susceptible to interception, loss, or unauthorized access.

Another significant risk associated with email forwarding is the potential for data exfiltration. Cybercriminals often exploit compromised email accounts to set up automatic forwarding rules, sending copies of all incoming emails to an external account under their control. This allows attackers to siphon off sensitive information undetected, leading to significant data breaches.

Strategies for Monitoring and Controlling Email Forwarding Practices

To mitigate the risks associated with email forwarding, organizations need to implement robust monitoring and control mechanisms. One effective strategy is to use advanced email security solutions that can detect and block unauthorized forwarding attempts. These solutions monitor email traffic for unusual forwarding patterns, such as emails being sent to external domains, and alert security teams to potential threats.

Another important strategy is to enforce strict access controls and permissions for email accounts. By limiting who can create forwarding rules and restricting the domains to which emails can be forwarded, organizations can reduce the risk of accidental or malicious forwarding. Additionally, organizations should regularly review and audit existing forwarding rules to ensure they are still necessary and aligned with security policies.

Educating Employees About the Dangers of Inadvertent Email Forwarding

Employee education is a critical component of any email security strategy. Organizations should provide regular training sessions to raise awareness about the risks of email forwarding and the importance of safeguarding sensitive information. Training should cover best practices for email use, such as double-checking recipients before forwarding emails and avoiding the use of personal email accounts for work-related communications.

Employees should also be educated on the signs of a compromised email account, such as unexpected changes to email settings or the presence of unfamiliar forwarding rules. By empowering employees to recognize and report suspicious activity, organizations can quickly respond to potential threats and prevent data breaches.

Policies and Technologies For Email Forwarding Risks

In addition to monitoring and education, organizations should establish clear policies that govern email forwarding practices. These policies should outline acceptable use cases for email forwarding, such as forwarding emails to approved external partners, and specify the steps employees must take to secure forwarded emails. Policies should also prohibit the forwarding of certain types of sensitive information, such as personal data or intellectual property, without proper encryption.

To enforce these policies, organizations can implement data loss prevention (DLP) technologies that detect and block the unauthorized forwarding of sensitive data. DLP solutions can scan email content for keywords or patterns that indicate the presence of confidential information and prevent the email from being forwarded if it violates the organization’s policies. Organizations can also use encryption tools to protect emails that need to be forwarded, ensuring that only authorized recipients can access the content.

Prevent Email Forwarding Data Leaks

Email forwarding, when left unchecked, can lead to serious data security risks and compliance breaches. By understanding the risks, implementing robust monitoring and control strategies, educating employees, and enforcing clear policies, organizations can protect themselves from the dangers of inadvertent email forwarding.

Proofpoint can help you tackle the risk of email forwarding. Get more information at https://www.proofpoint.com/us/products/threat-defense.