We are inundated with news reports of data breaches, and often, these incidents are potentially preventable with proper cybersecurity measures. One recent large-scale breach was PowerSchool, an educational software company, where upwards of 60 million users’ personal data was compromised due to a socially engineered security incident. Occurring in late December 2024 and affecting school districts in the U.S., Canada and elsewhere, hackers gained unauthorized access to PowerSchool’s platforms using a remote support tool, compromising sensitive personal information which could potentially be used for identity theft and other malicious activities. This and other breaches underscore the importance of robust cybersecurity practices in protecting sensitive data and, while enterprise CIOs are aware of the risks, the frequency of breaches also demonstrates the difficulty in translating strategic effort into tactical compliance, particularly with Know Your Customer (KYC) and other cybersecurity regulations. Because customer onboarding processes are now commonly completed online and remotely, KYC processes and email security are increasingly linked. This article explores email cybersecurity strategies to help CIOs and CISOs fortify their defenses against email-related threats.
Understanding the threat landscape
Cyber threats targeting email systems are diverse and constantly evolving. Phishing, spear-phishing, email spoofing, and Business Email Compromise (BEC) are among the most prevalent threats. According to the Federal Bureau of Investigation’s Public Service Announcement from September 2024, BEC scams have resulted in $55 Billion in reported complaints globally between 2013 and 2023. Phishing and associated forms of social engineering remain one of the most prevalent dangers, with attackers crafting believable messages designed to trick recipients into revealing sensitive information or credentials. These emails often masquerade as legitimate communications from trusted sources, making them particularly effective. This is why BEC is among the most financially damaging threats. By impersonating executives or trusted partners, attackers can manipulate employees into transferring funds or sharing sensitive information, leading to losses that can cripple organizations.
Similarly, credential theft poses yet another risk, where cybercriminals direct the email recipient to a fake login page or deceptive prompt to harvest usernames and passwords. With these credentials, attackers can enter business networks and move laterally, gaining access to valuable data, or launch further attacks.
Once a cybercriminal has control of credentials, that are so often the result of an email based social engineering attack, they can proceed to exfiltrate data and ultimately then demand extortion payments through the deployment of ransomware. The consequences can be devastating, from halting operations, through reputational damage and incurring substantial financial losses, and in some cases significant regulatory fines.
Combating phishing and other email threats: A bit of advice
Given the scale and sophistication of email-related threats, reactive measures are no longer sufficient – a prevention-first strategy is critical to reducing risks before they escalate. A proactive approach involves a combination of advanced technology, clear policies, and employee awareness to create a multi-layered defense against email-based attacks. Key steps and technologies for combating email threats include:
Multi-factor authentication (MFA) and strong password policies
Every company should require employees by default to use MFA and create complex passwords. This adds an extra layer of security to email systems, making it more difficult for cybercriminals to gain unauthorized access. Even if an attacker manages to obtain a user’s password, they will still need the additional verification factors to access the account. Employing Multi-Factor Authentication (MFA) could potentially have reduced the risk of the credentials in the PowerSchool incident being used for unauthorized access, and potentially avoided a hefty extortion payment. CIOs should ensure that MFA is enabled, by default, for all accounts, but particularly those with access to sensitive information.
Advanced spam filters
Advanced spam filters are key to a robust email security strategy. These tools analyze incoming messages to identify and quarantine suspicious emails. Modern filters use machine learning to detect patterns and recognize phishing attempts, offering an effective first line of defense. Email authentication protocols, such as Domain-based Message Authentication, Sender Policy Framework, and DomainKeys Identified Mail, play a crucial role in preventing spoofing by verifying the legitimacy of messages and ensuring only authorized emails reach recipients.
Cybersecurity awareness trainings
While advanced technologies and KYC protocols are crucial, human error remains a significant factor in email-related cyber incidents. Therefore, enhancing user awareness and training is a critical component of any email cybersecurity strategy. Fostering a culture of cybersecurity awareness within the organization is possible by holding regular training programs which educate staff on identifying phishing emails, verifying the authenticity of email senders, and reporting potential threats or suspicious activity to the IT department. Simulated exercises provide practical experience, helping employees recognize and respond to attacks effectively.
Advanced security technologies
Endpoint protection and network monitoring solutions, play an important role in defending against sophisticated threats. While stopping threats at device level, network monitoring tools continuously analyze traffic across the organization’s network to detect malicious behavior. Together, these tools provide protection against a range of cyber threats. However, these tools are sometimes challenged by zero-day threats which exploit previously unknown vulnerabilities in software, leaving organizations with no time to prepare their defenses. Zero-day exploits, often disguised in seemingly legitimate emails or attacking email servers directly, can bypass less sophisticated detection systems, embedding malicious payloads or redirecting users to compromised websites. AI-driven platforms that detect abnormal behavior and rapidly develop countermeasures are crucial for a proactive defense. Investing in robust cloud email security solutions with zero-day protection capabilities can significantly enhance organizational resilience.
Security audits
Regular audits of email security systems are another key component of a prevention-first approach. These audits assess existing measures, identify general security gaps, and ensure compliance with evolving security standards. They provide an opportunity for IT teams to fine-tune defenses and address gaps before they can be exploited.
Top-Down Commitment to Security
Creating a top-down culture of cybersecurity awareness within the organization is essential to minimize risks. Leadership sets the tone by prioritizing cybersecurity, allocating resources, and demonstrating a commitment to prevention. Clear policies and guidelines provide employees with a framework for safe email use, while a supportive environment encourages the reporting of suspicious messages without fear of reprimand.
Prevention First and Email Security
As CIOs and CISOs navigate a complex threat landscape, proactive measures are essential to keep up with cybercriminals’ continuous development of new tactics to exploit security gaps. Implementing advanced email security solutions, integrating KYC protocols, enhancing user awareness, leveraging threat intelligence, and ensuring regulatory compliance are vital strategies. By investing in prevention-minded practices and fostering a culture of resilience, organizations will minimize risk while building trust with customers and stakeholders to ensure long-term success.