What is an Outbound Email Data Leak?
An outbound email data leak refers to the unintended dissemination of sensitive information through outgoing email communications. This can occur due to careless employee mistakes or cyberattacks. Statistics from Egress indicate that 44% of employees have inadvertently exposed information via outbound emails, leading to severe consequences such as loss of customers, damage to reputation, and increased financial burdens. Each incident of outbound email leakage places businesses in a challenging position, facing substantial recovery costs and the risk of legal violations due to the exposure of sensitive customer information, threatening long-term sustainability.
Types of Outbound Email Data Breaches
Outbound email data breaches can be classified into two main types: those caused by internal users and those resulting from external attacks.
Data Leaks from Internal Users
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Intentional Leaks Employees or internal partners may deliberately share sensitive information externally, often due to a lack of stringent security policies or weak access controls. A typical example is when an employee sends confidential documents or personal data via personal email without using the company’s secure systems.
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Unintentional Leaks Carelessness or a lack of security awareness can lead to sending emails containing sensitive information to the wrong recipients or forgetting to encrypt attachments. A common mistake is sharing file links on cloud platforms without properly checking access permissions, resulting in sensitive data exposure.
Data Leaks Due to External Attacks
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Account Takeover (ATO): Hackers can gain control of an employee's email account through phishing attacks or malware. Once they have compromised the account, hackers can send emails containing sensitive information or malware into the organization's systems.
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Unauthorized Access to Email Servers: Hackers exploit vulnerabilities in email server systems to gain unauthorized access, allowing them to steal information or disrupt operations. Failure to regularly update software or weak security measures make organizations more susceptible to such attacks.
Impact of Email Data Leaks
Email data leaks can lead to severe losses for organizations, affecting not only their finances but also their reputation. In 2024, SecurityWeek reported a significant data breach in South Korea, where the information of at least 20 million individuals was stolen from credit card companies. This incident not only eroded customer trust but also resulted in millions of credit card cancellation requests, placing enormous pressure on financial managers.
Additionally, ransomware delivered via email poses one of the most concerning threats, as hackers encrypt data and demand ransom from businesses. According to a report by Cybersecurity Ventures, 91% of cyberattacks originate from email, increasing the risk of severe data loss. The cost of recovery following a ransomware attack can far exceed the initial investment in security measures.
What is the ITU-T X.1236 Global Email Security Standard?
ITU-T X.1236, recognized in November 2023, is an international standard developed by the International Telecommunication Union (ITU). This standard outlines the regulations and security measures necessary to combat email attacks, particularly those risks associated with outbound email. Some key points from the standard include:
Requirements of the Global Email Security Standard
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Section 7.3 - Outbound Email Threats from Users indicates that employees sharing sensitive data carelessly or making mistakes during email communication can lead to significant risks from internal attacks.
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Section 7.4 - Outbound Email Threats from Attackers outlines the dangers posed by external sources, such as account takeover (ATO) and unauthorized access to email servers, emphasizing the need to protect information from these attacks.
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Section 8.3 - Security Requirements to Address Outbound Email Threats from Users provides necessary measures to prevent data leaks, whether accidental or intentional, ensuring the safety of sensitive information.
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Section 8.4 - Security Requirements to Address Outbound Email Threats from Attackers presents specific security solutions to counter external attacks, such as account takeover and unauthorized access, affirming the importance of implementing effective protective measures.
To effectively respond to the risks of email data leaks, organizations need to prioritize the adoption of established security standards. The ITU-T X.1236 standard not only helps businesses establish stringent security processes but also facilitates compliance with essential requirements for protecting sensitive information. In this context, the SendGUARD filter from the EG-Platform stands out as the only tool that meets 100% of the standard's requirements, providing organizations with peace of mind in safeguarding critical information.
EG-Platform: The Only Solution that Meets 100% of ITU-T X.1236 Standards
EG-Platform, developed by VNETWORK Corporation, is a comprehensive email security solution. This platform integrates advanced technologies such as Artificial Intelligence (AI) and Machine Learning to provide a three-layer email attack filtering system, designed to effectively protect corporate email for both outbound and inbound communications.
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SpamGuard: An advanced spam filtering system that uses Machine Learning and Bayesian technology to block unauthorized intermediary servers, minimize spam, and effectively combat threats like phishing, viruses, and ransomware.
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Receive Guard: A solution that protects inbound email by preventing spoofed emails and advanced persistent threat (APT) attacks, as well as business email compromise (BEC). It utilizes Machine Learning to detect spoofed domains and checks emails in a virtual environment, ensuring user information is safeguarded.
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Send Guard: A filter that protects outbound email by managing and approving emails before they are sent. This filter blocks connections from unidentified systems, detects emails containing malware, prevents data leaks, and ensures user safety.
In addition, with its integration of advanced technologies and stringent security management capabilities, SendGUARD provides a comprehensive protection system for outbound email. Here are some standout features that make SendGUARD exceptional:
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Keyword Monitoring and Information Leak Prevention: The advanced technology in SendGUARD can detect and immediately alert users about sensitive keywords in email content. When an employee attempts to send critical information without adhering to regulations, the system promptly notifies them, preventing data leaks before they occur. This not only protects corporate information but also enhances employees' awareness of data security.
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Email Delay and Recall Feature: One of SendGUARD's most important features is its ability to allow users to retract emails even after the send button has been pressed. This feature is practical for minimizing risks associated with accidental sends or forgetting to attach important documents, providing flexibility and peace of mind for users in their daily workflows.
Email Approval Before Sending: The approval system in SendGUARD ensures strict control over emails containing sensitive information before they are sent out. This guarantees that every email has been reviewed and verified, helping to protect the organization from unnecessary risks and enhancing the effectiveness of communication processes.
- Account Takeover and Server Attack Prevention: SendGUARD integrates robust security measures to detect unusual IP addresses and block unauthorized access to email servers. This helps organizations minimize the risk of external attacks, protecting sensitive information and ensuring data integrity.
By combining these standout features with advanced technology, SendGUARD not only meets the stringent requirements of the ITU-T X.1236 standard but also creates a secure communication environment, protecting organizations from the threats of email data leaks. With SendGUARD, businesses can confidently manage sensitive information and safeguard their reputation in an increasingly complex cybersecurity landscape.
Case Study: The Effectiveness of SendGUARD Security Solution in Practice
Pharmaceutical Company A Pharmaceutical Company A faced a serious situation when an employee accidentally sent an email containing sensitive information about drug research technology to an external partner. This incident posed a significant risk of leaking crucial information and damaging the company’s reputation. However, SendGUARD proved highly effective due to its intelligent keyword scanning system.
As the employee composed the email, SendGUARD automatically scanned the content and detected sensitive keywords, providing an immediate alert. The employee was notified of the potential risk and could edit the email before sending it. As a result, the company’s confidential information was securely protected, significantly reducing the likelihood of a data leak.
Public Service Agency B At Public Service Agency B, employees frequently encountered situations where they forgot to attach important documents when sending emails. This not only wasted time but also led to inefficiencies in the workflow. The email delay and recall feature of SendGUARD demonstrated its value in this context.
When an employee clicked the send button, SendGUARD activated a delay feature, allowing the employee a brief window to review the email. If they realized that the attachment was missing, they could easily cancel the original email and resend it with the complete documentation. This feature not only saved time but also enhanced professionalism in the agency’s communication, ensuring that all information was accurately transmitted.
Corporation C Corporation C encountered a dangerous situation when an employee on a business trip fell victim to an email account takeover. This could have led to the exposure of sensitive information and compromised the company’s security system. However, thanks to SendGUARD, the company quickly detected suspicious activity involving unusual IP addresses.
SendGUARD utilized intrusion detection technology to monitor login activities into email accounts. Upon detecting an unfamiliar IP address, the system automatically activated security protocols to block unauthorized access to the email server. Additionally, SendGUARD alerted the administrator about the suspicious activity, enabling them to take timely action to protect sensitive information. As a result, the corporation safeguarded its entire system and avoided potential damages.
Final Thoughts
Email data leakage is not merely a technical issue but a serious threat that impacts business operations and the reputation of organizations. Recent reports indicate that the risks associated with email data leaks are significant, with potential damages stemming from such incidents. The global security standard ITU-T X.1236 offers robust protective measures to mitigate these risks, from detecting information leaks to implementing specific preventative measures against external attacks.
SendGUARD from the EG-Platform not only fully complies with international standards but also provides organizations with peace of mind when managing sensitive information. With its timely detection and alerting capabilities, along with advanced security features, SendGUARD becomes an essential solution for protecting email and business data.
Don’t let your organization face the risks of cyberattacks and data breaches. Contact us today to discover how SendGUARD can help safeguard critical information and enhance the security of your email systems. Be proactive in protecting your business and ensuring the safety of your data for the future!