The importance of training for email security

When it comes to email security, technology often takes center stage. Encryption, firewalls, and spam filters are tools used for protecting sensitive data. However, even the most advanced technology can’t fully safeguard your organization if your employees aren’t trained to use it effectively. In fact, human error is one of the leading causes of data breaches in healthcare, contributing to 95% of breaches. 

Learn more: The role of employee education in email security for healthcare organizations

The role of human error in email security breaches

Despite the best technological safeguards, human error remains a significant vulnerability in email security. From falling for phishing scams to accidentally sending sensitive information to the wrong recipient, employees can unintentionally expose your organization to costly breaches and HIPAA violations.

Go deeper: Human error is Inevitable - robust email security is a must

Why training is required for email security

Training empowers employees to become the first line of defense against email threats. By educating your staff on best practices and potential risks, you can significantly reduce the likelihood of human error leading to a breach.

Related: How staff training ensures HIPAA compliant email

Components of an effective email security training program

An effective training program goes beyond a one-time session. It should be ongoing, engaging, and tailored to your organization’s specific needs to include:

• Phishing simulations: Simulated phishing attacks to test employee awareness and reinforce training.
• Real-world examples: Shared case studies of email breaches to illustrate the consequences of human error.
• Interactive sessions: Engaging training with quizzes, role-playing, and hands-on activities.
• Regular updates: Refresher courses and updates on emerging threats, such as new phishing tactics.
• Clear policies to ensure employees understand your organization’s email security policies and procedures.

Read more: Mitigating human error in email handling to prevent HIPAA breaches

Building a culture of security

Training is most effective when it’s part of a broader culture of security. When employees feel responsible for protecting patient data, they’re more likely to take email security seriously. This can be achieved through:

• Leadership involvement: Encourage leaders to prioritize and model good security practices.
• Open communication: Create an environment where employees feel comfortable reporting potential threats or mistakes.
• Recognition and rewards: Acknowledge employees who demonstrate strong security practices.
• Continuous improvement: Regularly assess and update your training program to address new challenges.

Go deeper: How to establish a strong security culture in your practice

The collaboration between training and technology

While training is essential, it works best when paired with the right technology. Together, they create a complete defense against email threats.

Examples

Phishing filters: Technology can block most phishing emails, but training ensures employees recognize the ones that slip through.

Data loss prevention (DLP): Tools like Paubox’s DLP features can flag potential risks, but employees need training to respond appropriately.

Encryption: Automated encryption protects PHI, but employees must understand when and why it’s used.

Learn more: Encryption methods in healthcare

FAQs

Why is human error such a big factor in email security breaches?

Human error is a leading cause of email security breaches because employees can unintentionally fall for phishing scams, send sensitive information to the wrong recipient, or mishandle data. Even with advanced technology, mistakes can happen if employees aren’t trained to recognize and avoid risks.

How can training reduce the risk of human error in email security?

Training helps employees recognize potential threats, such as phishing emails, and understand how to handle sensitive information securely. It also reinforces the importance of following email security policies and procedures, reducing the likelihood of mistakes that could lead to breaches.

What are some common examples of human error in email security?

Clicking on phishing links or opening malicious attachments, which can expose systems to malware or data breaches. Accidentally sending emails containing PHI to the wrong recipient, and weak passwords or sharing login credentials.