Summary: Email monitoring is one of the most important steps toward cyber hygiene to protect organizations from any unwanted event due to malicious activity from inside or outside. Here we have provided the guidelines for an effective email monitoring policy. We also shared our views on the legality of an Email Monitoring policy. Characteristics of an eDiscovery email investigation tool, such as Stellar Email Forensic, are also specified that support multiple email platforms and message views.
Emails, which are sent or received by employees through company-provided email accounts, are not usually considered private. Employers have the right to monitor these emails in the interest of the company. Email monitoring also helps a company to prevent data leaks, theft of trade secrets, or any other malicious activity. In this post, we have discussed email monitoring in detail, its legality, and things to keep in mind while formulating an email monitoring policy.
Email monitoring is important to protect your company from any untoward event that may occur due to malicious activity of your employee or external attacks, such as phishing, spam, etc. Below given are some possible reasons that may require you to implement employee email monitoring measures in place:
Generally, employers have the right to monitor work emails sent or received by their employees. United States law dictates that any email an employee sends or receives on a company system is the employer’s property and can be reviewed by the company at any time. Similar laws can be found in other countries, which authorize the employer to monitor employees’ emails. Still, it’s a good idea to mention email monitoring in the company policy document. Intimating employees about the policy beforehand will deter them from using company email accounts for purposes other than what they are intended for.
Though, as an employer, you have a legal right to read your employees’ emails, drafting an effective email policy is still suggested. Following are some guidelines to monitor emails effectively:
Even if you put an email monitoring process in place, you may encounter a data breach, phishing attack, or data exposure due to unwarranted email send-outs. In such a case, you must thoroughly investigate all the employees’ emails to find the culprit. For this, you can take the help of specialized email investigation tools, such as Stellar Email Forensic. This advanced email analysis software supports multiple email platforms and message views. You can easily search for a particular email message using the software’s Boolean Search and Regular Expression Search functions. You can also use the tool to recover deleted emails and for investigative case management with features such as bookmarks, tags, and logs. In addition, you can create detailed case reports that can be submitted as evidence in court if needed. This software also allows the automatic calculation of MD5 and SHA1 hash values corresponding to individual emails in the entire mailbox data.
Abhinav Sethi is a Senior Writer at Stellar. He writes articles, blog posts, knowledge-bases, case studies, etc. for different technologies. He also has a keen interest in digital forensics and helps forward-thinking companies fight different threats with apt solutions.
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