There are only few things you need to do, to make sure your emails are always delivered to recipients. Anyone you send them out to, as well as receive less junk your self.
Firstly to be compliant and to make sure you get your emails configured and working correctly, you need to update public record called SPF, explained below and needs to change as you may change or add new systems sending out emails using your email domain.
SPF (Sender policy framework): One of the most important record for your emails. This record needs to be setup online on your web providers website, where you purchased your domain. If you are not sure where, ask your tech team or check name server records. SPF record needs to list all platforms from where your email domain is used to send any communication.
While your create your SPF records you need to consider all platforms. Which may include your marketing software or providers email records, salesforce or other online CRM, your hosted email systems with Office 365, Google or even in-house. If you have any other solution which sends out email or is on another network you should include them.
When you send email to anyone, most spam and email systems check on your authorized domain record and it is becoming must to make sure an email from your domain is going out from authorized system.
Next you need to have two filters.
Inbound spam filtering: To scan each mail which comes out to your team should be checked for SPF, however setting this for your domain with a policy to hard bounce can cause issues. What it means is any one not having a SPF record, there email will be dropped without notification. Not everyone has complied to this standard, and usually do on facing issues, with few who always check like AOL. Secondly inbound filter needs to check emails for specific keywords which are bound to be spam, and scan for any links and files which might be a security concern.
Each email when received is scanned and given SCL (spam confidence level) score based on multiple factors. You can set this score based on how you see everyone receiving emails. If you are receiving Junk lower the rating, while if you are not receiving increase it. There is always a perfect setting.
Outbound spam filtering: For email you send out need to go through filtering as well. Every email and domain is provided a rating online and having issues with emails sent out can blacklist your domain on online rating lists. As you filter for spam others too. Keeping a check makes sure you are covered completely and are bound to have less email issues, with great delivery rates.
Most of the service providers, have inbound filtering built in while SPF record is a domain setting your tech team needs to fix along with other services you are running on your IT systems.
There are few benefits of adding outbound spam filtering.
. You can easily upgrade to next level of security from basic systems, to keep a check for compliance.
. Encrypt email entering keywords, as simple as write encrypt on subject line. This enforces what most email signature say, this information is meant for only for recipient sent to.
. Set policies to get notification of emails you want to be alerted on. Simple rules which say if some one shares password on email you get an alert or even an email going to personal address which may be confidential.
Choosing any security add-on is not must, however having basic filtering and protection from links or attachments in email is a must for every business to stay protected.
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