Email Security Policy
Document Version: 1.1
Last Updated: July 20, 2025
Owner: Information Security Officer
1. Purpose
This policy establishes controls to ensure the secure and compliant use of email systems at [Your Company Name], in line with ISO/IEC 27001 and SOC 2 requirements. It aims to protect against unauthorized access, phishing, malware, and information silos, while supporting operational continuity.
2. Scope
This policy applies to all employees, contractors, vendors, and third parties who access or manage the organization’s email systems.
3. Policy Requirements
3.1 Acceptable Use
- Email must be used primarily for business purposes.
- Limited personal use is permitted if it does not interfere with business operations or violate any policy.
- Inappropriate or offensive content must never be transmitted via email.
3.2 Access Control
- Email access must be managed through centralized IAM systems with unique user credentials.
- Multi-factor authentication (MFA) is mandatory.
- Generic administrative accounts (e.g., AppAdmin, BillingAdmin) may be used for system setup or billing purposes where necessary, provided:
- The credentials are stored securely (e.g., password manager).
- The account is only used for its intended function (e.g., billing setup).
- Access is reviewed quarterly and rotated when personnel change.
- Shared mailboxes (e.g.,
renewals@company.com,billing@company.com) must be used for software renewals, invoices, and subscription-related communications to prevent single-point-of-failure when a staff member is unavailable.
3.3 Security Controls
- All inbound/outbound email must be scanned for malware, phishing, and spam.
- TLS must be used for secure transmission.
- Do not send sensitive data unencrypted. Use secure messaging platforms or encryption (S/MIME, PGP, or encrypted attachments).
- Disable automatic forwarding to external accounts unless explicitly approved.
3.4 Email Retention and Archiving
- Email must be archived based on classification:
- General emails: 2 years.
- Legal, contractual, or financial communications: 7 years.
- Archived data must be encrypted at rest and tamper-evident.
3.5 Monitoring and Logging
- Maintain logs of email activity for 12 months minimum.
- Monitor for abnormal activity such as bulk sending or failed login attempts.
- Email alerts should be triggered on detection of possible data leaks or phishing campaigns.
3.6 Anti-Phishing and Threat Protection
- Implement threat protection systems for real-time analysis of attachments and links.
- Enforce DMARC, SPF, and DKIM for domain authenticity.
- Educate users on identifying phishing attempts.
3.7 Incident Response
- All email-related security incidents must be reported immediately.
- Follow the Incident Response Policy for containment and resolution.
3.8 Training and Awareness
- Conduct annual training on email security, phishing, and proper use of shared accounts/mailboxes.
- Run quarterly phishing simulations and report metrics to security leadership.
4. Roles and Responsibilities
| Role | Responsibility |
|---|---|
| IT Security | Maintain email security tools, shared mailbox access, and account audits |
| System Admins | Manage provisioning of shared mailboxes and generic admin accounts securely |
| Department Heads | Ensure renewals/billing messages are sent to shared mailboxes |
| All Users | Practice email hygiene, report incidents, avoid siloing information |
5. Compliance
Violations of this policy may result in disciplinary action. Email systems and access configurations are subject to periodic audit.
6. References
- ISO/IEC 27001: A.9 (Access Control), A.13.2.3 (Electronic Messaging), A.12.4 (Logging), A.16 (Incident Management)
- SOC 2: CC6.1, CC6.6 (Logical Access), CC7.2–CC7.4 (System Monitoring), CC8.1 (Change and Recovery)