Vulnerabilities in email archiving include email spoofing and phishing attacks leading to unauthorized access or data tampering. These vulnerabilities can lead to the potential compromise of email archiving systems that contain large amounts of sensitive organizational and patient-related data.
What is the function of email archiving?
Email archiving is the systematic collection, storage, and preservation of emails for long-term retention and easy retrieval. According to a study by the International Journal of Emerging Technology and Advanced Engineering email archiving “is a systematic approach to saving and protecting the data contained in email messages so it can be accessed quickly at a later date.”
HIPAA for example requires that healthcare organizations retain protected health information (PHI) for a specific period. The activity allows healthcare providers to efficiently retrieve and review past communications for e-discovery, audits, or legal investigations.
Understanding the vulnerabilities impacting email archiving
Email spoofing and phishing attacks
These attacks deceive users into believing that malicious emails are legitimate, often leading them to disclose PHI. Once inside, attackers can infiltrate email archiving systems. They can then tamper with or delete archived emails, alter metadata, or even exfiltrate PHI.
Misconfigured access controls
Misconfigured access controls can cause inappropriate levels of access to archived emails. This can lead to data breaches where sensitive information is exposed or manipulated.
Inadequate metadata management
The inadequate handling of metadata like time stamps, sender/recipient information, and subject lines necessary to organize archived emails can lead to corruption. Poor metadata handling can impair search functionality making it harder to locate specific emails for the very purpose for which it was archived.
Retention policy management
Retention policies govern the length and manner in which emails are archived. The mismanagement of these policies causes emails to be effectively lost before they are needed.
Insecure APIs
APIs are used to integrate email archiving systems with other applications and services. If APIs are compromised, attackers might access, alter, or delete archived emails or modify archive settings. They could also use APIs to access PHI in archived emails or disrupt archiving operations.
Backup and recovery weaknesses
Weaknesses in backup and recovery processes can undermine the reliability of email archives. Flaws in these procedures could result in the permanent loss of email data.
Related: HIPAA Compliant Email: The Definitive Guide
FAQs
What is the Security Rule?
A HIPAA regulation that sets standards for safeguarding electronic PHI (ePHI).
How long should emails be archived under HIPAA?
Six years.
What causes misconfigurations in access controls?
They are often caused by incorrect settings, inadequate user permissions, or poor management practices.
Kirsten Peremore
