ACtion Magazine - July/August 2017 - 12

Angie Kilbourne

Creating a fortress to
safeguard your data

Don't hand over your company's hard-won information to hackers and frauds.

eadlines tell the woes of companies large and small:
Hackers and thieves continue to break through security
systems to demand payment or exact punishment on
businesses, their employees and their customers. One
of the easiest paths to your sensitive data and systems is through
company email. You or one of your employees innocently clicks
a link and enters a password or worse, unknowingly downloads
malware, which connects your company with a fraudster who will
wreak havoc on your lives.
Some of the characteristics that make email attachments convenient and popular are also the ones that make them a common tool
for attackers:
1. Email is easily circulated. Forwarding email is so
simple that viruses can quickly infect multiple machines. Most viruses don't even require users to forward
the email; they scan a user's computer for email addresses and automatically send the infected message to
all of the addresses they find. Attackers take advantage
of the reality that most users will automatically trust and
open any message that comes from someone they know.
2. Almost any type of file can be attached to an email
message, so attackers have more freedom with the types
of viruses they can send.
3. Email programs offer many "user-friendly" features,
such as automatically downloading email attachments,
which exposes a computer to any viruses within the attachments.
So how do you stop hackers and thieves in their tracks? By
creating a digital fortress, and arming each of your employees with
knowledge to secure and protect their personal information, as well
as your business. The U.S. Federal Bureau of Investigation (FBI)
has some tips for business owners and employees on securing their
digital assets:
● Never use free web-based email accounts for a business. Register a domain for the business, and create
email accounts based on it.
● Ensure that firewalls, virus software and spam filters
are up-to-date and robust for the business environment.
Again, do not rely on free software to protect a business' digital systems.
● Immediately report and delete suspicious emails
to IT staff, especially those coming from persons unknown to the company.
● Turn off the option to automatically download attachments.
● Save and scan any attachments with anti-virus software before opening them.

ACTION * July/August 2017

● If you or a co-worker receives an email that appears
to be from a legitimate contact but is otherwise suspicious, confirm with the sender by forwarding, not replying. This allows the legitimate email to be used, not a
possible spoofed email.
● Don't click on anything in a moment of panic. Creating a panicked, stressed situation is a common tactic of hackers, who hope the recipient will act without
thinking. Check before you click.
● Consider using two-factor authentication for employee e-mail. Two-factor authentication uses something you know, such as a password, with something
you have or obtain, such as PIN or code that is received
via phone or text message.
● Create a security system that flags emails with similar - but incorrect - formatting. For example, Mary
at ABC_company.com emails you regularly, but would
you notice if you got an email from Mary at ABC-company.com?
● Do not use email to send sensitive information, such
as passwords, bank account numbers or credit card information.
What if you or your business becomes a victim?
● If you believe you might have revealed sensitive
information about your organization, report it immediately to the appropriate persons within the company,
including network administrators. They can be alert for
any suspicious or unusual activity.
● If you believe your financial accounts may be compromised, contact your financial institution immediately and close any accounts that may have been compromised. Watch for any unexplainable charges to your
account.
● Immediately change any passwords you might have
revealed. If you used the same password for multiple
resources, make sure to change it for each account, and
do not use that password in the future.
● Watch for other signs of identity theft, such as attempts to open lines of credit or unauthorized purchases.
● Consider reporting the attack to the police, and file a
report with the Federal Trade Commission.
Protecting your business, your employees and your customers
is a front-line job that needs constant attention. Ensuring your
employees are trained to help prevent breaches in data and security is likely one of the best investments you can make in your
company. ❆

Table of Contents for the Digital Edition of ACtion Magazine - July/August 2017