Best practices for managing email storage and security

How many emails do you get in a day? How many do you open, and how many are left to pile up? Are all the emails important? Are all of them safe? As messages continue to flow in, it is easy for you to let them slip.

But when the storage gets full or the emails start piling up, you may miss out on emails that are important to you. The storage and security of your emails are very important. Managing your email storage and security isn’t just about keeping things organized. It is about protecting your brand, business, and personal information, and this blog gives you the best practices to keep your emails secure, organized, and accessible.

How to manage your email’s storage and security?

Here are some best practices that have been tried and tested by brands scaling.

1. Organize your email storage

Don't wait for unopened and unimportant emails to take all of your storage space. Start organizing your email storage from the first day of use. Spend five minutes every day doing this. This prevents you from missing out on important emails. Here’s how you can do it.

• Use folders and labels: Create folders and subfolders for your emails. Segregate based on clients, projects, work, team and more. Sort and categorize emails as they come in to prevent a backlog of unorganized emails.

• Use automated filters: Pick an email hosting system that has an automatic email segregation feature. Such systems filter incoming emails into folders based on criteria like sender, subject line, or keywords. This will save you time and keep your inbox organized without requiring constant manual sorting.

• Delete unwanted emails: Take time to check your emails and delete the ones you do not need. Delete unnecessary emails like promotional offers or old discussions to free up storage space. Archive emails that you don’t need immediately but might need in the future.

• Check the storage limit: Most email providers offer a storage quota. Be aware of this limit and manage your emails to avoid hitting it. If you’re close to your limit, consider upgrading your storage plan and also start backing up emails.

2. Ensure your email is secure

Your emails contain sensitive and confidential information that can cause a security breach when the wrong hands get access. Following security practices protects your emails against hacking, phishing, and other forms of cybercrime.

• Do not share the credentials: Do not share your email and passwords with anybody. If you need your team to access the emails, invest in an email hosting system that helps you manage access with your team.

• Use strong passwords and 2FA: Create a strong password that people do not easily guess. Also, enable two-factor authentication. This adds an extra layer of security by requiring both your password and a code sent to your phone or authentication app.

• Secure your device: Always have a password or Face ID to your device that has access to your email dashboard. Change your email password regularly to make your device more secure. Install security software, anti-virus, and anti-malware on all devices that access your email to prevent threats.

3. Manage permissions efficiently

Email security does not end with protecting your account or protecting your device. You need to keep it safe from people who can misuse it. In case you are having an email hosting system, make sure you do the following.

• Review account access: Make sure you review who has access to your email accounts and what permissions they have. When you get permission requests, do not grant them before you review what the team member has requested.

• Set up access per roles: If you’re running a business, set up role-based access for team members. Only provide access to emails and folders necessary for their roles. Use shared inboxes for teams to prevent everyone from accessing sensitive emails.

• Remove old team members: Immediately revoke access for employees or collaborators who no longer need it or when they end their collaboration with your brand.

4. Check compliance and legal considerations

If you are handling sensitive or personal data through email, it’s essential to comply with relevant data protection regulations such as GDPR, HIPAA, CCPA, or other such compliances that your brand should be aware of. Following these regulations helps ensure you're protecting customer data and staying on the right side of the law.

• Verify data retention policies: Create a clear data retention policy that defines how long sensitive emails should be kept. Archive emails that are necessary for legal, regulatory, or business purposes, but delete unnecessary emails after a certain period to avoid clutter and maintain compliance

• Check for encryption: If you're in an industry that mandates compliance (such as finance or healthcare), use email encryption to ensure secure communication of sensitive data. Many email providers offer built-in encryption features, but double-check that your platform meets all the necessary legal standards.

5. Monitor your email activity

Regular monitoring and auditing of your email activity are essential to keeping security breaches at bay and identifying vulnerabilities.

• Track activities regularly: Choose an email hosting system that comes with built-in tools to track unusual logins, like access from new devices or logins at odd times.

• Conduct site audits: Schedule regular audits to review password usage, security settings, and user access. Also set up alerts for unauthorized login or login attempts. This will alert you when something goes wrong.

Say secure and get enough storage with WEMASY’s Email Hosting system

Keeping your email organized and secure isn’t just about preventing clutter. It is essential for protecting your business and staying compliant with regulations. If you want an easy and secure way to manage your emails, WEMASY's email hosting gives you everything in one place. Get custom domains, good storage, smart security, and seamless integrations. It is a simple solution that helps you stay on top of your emails without the stress. Get started with it.