How can I tell if my business email has been compromised

Brian, the owner of a Reno-based landscaping company, lost $18,000 to a sophisticated business email compromise (BEC) attack last month. He thought he was responding to a legitimate invoice from a long-term vendor, but the email was spoofed, and the funds were diverted to a fraudulent account. This isn’t a rare occurrence; BEC schemes cost businesses billions annually, and often, the signs were there before the money disappeared. As a cybersecurity and managed IT practitioner with over 16 years of experience helping businesses in the Reno area, I’m going to outline how to detect email compromise and, more importantly, how to protect your business from becoming the next statistic. It’s not just about IT services; it’s about safeguarding your financial health and reputation.

What Are the Common Signs of a Compromised Business Email Account?

Detecting a compromised email account requires vigilance. It’s not always about blatant hacking attempts; often, it’s subtle anomalies that point to unauthorized access.

• Unexpected Account Lockouts: Frequent or unexplained lockouts are a major red flag. While occasional login issues happen, consistent lockouts suggest someone is repeatedly trying to guess your password.
• Unfamiliar Login Attempts: Check your email provider’s security settings for a log of recent login activity. Look for logins from unusual locations, devices, or IP addresses. Many providers like Microsoft 365 and Google Workspace will show geographic data.
• Sent Emails You Didn’t Author: Review your sent items regularly. If you notice emails sent to recipients you don’t recognize or containing suspicious links or attachments, your account is likely compromised.
• Changes to Account Settings: Be alert to changes in your email signature, forwarding rules, or recovery information. Attackers often modify these settings to conceal their activity or redirect important communications.
• Suspicious Emails in Your Inbox: Pay attention to phishing attempts and spam emails. While you might normally dismiss these, an increase in sophisticated phishing emails targeting your specific industry or contacts could indicate a broader compromise.

How Can Business Email Compromise (BEC) Affect My Company?

BEC attacks aren’t just about financial loss. They can have far-reaching consequences:

Beyond direct financial theft, a compromised email can damage your company’s reputation and customer trust. Imagine the fallout if clients receive fraudulent invoices or sensitive data is leaked due to your account being hacked. The operational disruption of trying to regain control and notify affected parties can be significant.

Furthermore, BEC attacks can serve as a gateway to more serious cyber threats. Attackers who gain access to your email can use it to spread malware, launch ransomware attacks, or steal other valuable data.

The legal ramifications can also be severe. Nevada Revised Statutes (NRS) 603A.010 et seq. outlines breach of security notification requirements. If a breach involving personal information occurs due to a compromised email account, you may be legally obligated to notify affected individuals, potentially incurring significant fines and penalties.

What Steps Should I Take If I Suspect My Business Email is Compromised?

Time is of the essence. If you suspect a compromise, act immediately.

• Change Your Password Immediately: Use a strong, unique password that isn’t used for any other accounts. Enable multi-factor authentication (MFA) whenever possible.
• Notify Your IT Department (or Managed Services Provider): Alert your IT team or MSP immediately. They can investigate the extent of the compromise and take steps to contain the damage.
• Scan Your System for Malware: Run a full system scan with updated antivirus software to detect any malware that may have been installed.
• Review Recent Email Activity: Carefully examine your sent and received emails for any suspicious activity.
• Alert Your Bank and Financial Institutions: If you suspect financial fraud, contact your bank and credit card companies immediately.

How Can I Proactively Protect My Business Email From Compromise?

Prevention is always better than cure. Here’s how to bolster your email security:

• Implement Multi-Factor Authentication (MFA): MFA adds an extra layer of security by requiring a second verification method, such as a code sent to your phone, in addition to your password.
• Employee Security Training: Educate your employees about phishing attacks, social engineering, and other email security threats. Regular training can significantly reduce the risk of falling victim to these tactics.
• Email Filtering and Anti-Spam Solutions: Utilize robust email filtering and anti-spam solutions to block malicious emails and reduce the amount of spam reaching your inbox.
• Regular Password Updates: Enforce a policy of regular password updates and encourage employees to use strong, unique passwords.
• Monitor Email Logs: Regularly monitor email logs for suspicious activity, such as unusual login attempts or unauthorized access.

Remember, securing your business email isn’t just an IT issue; it’s a business imperative. Proactive security measures, coupled with ongoing vigilance, can significantly reduce your risk of becoming a victim of business email compromise. It’s about minimizing downtime, protecting your finances, and preserving the trust you’ve built with your clients.

For further reading on optimizing your business technology, check out these resources:

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Security	Can I schedule a cybersecurity consultation in Reno today?

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About Scott Morris and Reno Cyber IT Solutions LLC.

Visit Reno Cyber IT Solutions LLC.:

Address:

Reno Cyber IT Solutions LLC.
500 Ryland St 200
Reno, NV 89502
(775) 737-4400

Hours: Open 24 Hours

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