5-step roadmap for email security for export factories

In the era of digitalization of global trade, email is a vital bridge between Vietnamese factories and international buyers. However, this is also a lucrative bait for hackers to commit fraudulent acts of property appropriation (phishing, BEC - Business Email Compromise).

When a business decides to participate in the global supply chain – for example, registering an Alibaba account to find partners – setting up an email security system is a prerequisite. There are many cases of businesses having their emails hacked, changing bank account numbers on invoices, leading to the loss of hundreds of thousands of dollars, and then mistakenly thinking that the Alibaba e-commerce platform system is a scam. In fact, the vulnerability lies in the factory's email security.

Below is a comprehensive 5-step roadmap to help export factories build a solid email security shield when participating in international trade.

1. Set up an Identity Business Email System (Separate Domain)

Many small factories in Vietnam when they first started exporting still kept the habit of using free emails such as@gmail.com or @yahoo.com. This not only reduces brand reputation but also poses an extremely large security risk due to the lack of advanced administrative rights.

Reasons why export factories must use their own domain email:

• Increase trust with partners:Foreign buyers always prioritize formal emails[email protected]rather than personal email.

• Ultimate control:When an employee quits, the manager can immediately revoke the account, avoiding the employee carrying customer data or continuing to use the factory's name for private transactions.

• Integrated security filter:Only business email can configure advanced spam and malware blocking protocols.

Tips for new workshops:When you receiveConsulting on opening a stallfrom our authorized dealersAlibaba Vietnam, please ask them for instructions on synchronizing this business email into the chat and inquiry management system so that all information flows are consistent and safe.

2. Enable Triple Email Authentication Protocol (SPF, DKIM, DMARC)

This is the most important technical step to prevent bad guys from impersonating your factory's email to send to foreign customers. Without this trio, hackers can create an email with the same display name as your email to trick customers into transferring money to a fake account.

The table explains the three core security protocols in detail

When businesses invest in the cost of opening an Alibaba store, correctly configuring SPF, DKIM, DMARC helps the percentage of emails sent go straight to the main mailbox (Inbox) of foreign customers instead of the junk mail box (Spam), optimizing the chance of successfully closing orders.

3. Apply Two-Factor Authentication (2FA) and Strict Password Management

No matter how strong a password is, there is a risk of being exposed if an employee's computer is infected with malware. Therefore, 2-layer authentication is an indispensable second firewall.

Mandatory regulations on accounts for factory employees:

• Required to enable 2FA code:Use apps like Google Authenticator or Microsoft Authenticator instead of receiving SMS (which can be subject to SIM hacking). Every time you log in from a strange device, you must have this activation code.

• Do not share accounts:Each import-export employee, accountant, and foreman must have a separate email.

• Periodic password change policy:You must change your password every 90 days. The new password must not match the 5 most recent passwords.

• Synchronous security on e-commerce floors:This rule also applies when businesses open stores on B2B platforms. The master account and sub-accounts used to operate the store must have double layer security installed to avoid being hijacked.

4. Double-Check Process for Financial Transactions

Hackers often linger in business emails for months reading conversations, waiting for the opportunity to prepare to receive a deposit or pay for inventory before taking action. They will send a fake email with the reason:"The factory's old bank account is being audited, please transfer money to this new account".

4-step secure payment authentication process

5. Periodic Cyber ​​Security Awareness Training for Personnel

The biggest security hole is not in machines, but in people. With just one minute of inattention from an employee clicking on a strange link, the entire factory data system can be encrypted.

Contents that need to be trained for export staff:

• Identify Phishing emails:Be careful with urgent emails, emails notifying you that your account is locked, or fake emails notifying you from Alibaba's support system asking you to click on a link to register for an Alibaba account again.

• Rules for downloading attached files:Do not download or open files with strange extensions (.exe,.scr,.ziporigin unknown). Quotation files and catalogs from unknown customers need to be scanned for viruses with online tools before opening.

• Limit use of public Wifi:Sales staff when on business trips or attending fairs are not allowed to log in to their business email or booth management account using a public Wifi network without password protection. If you must use it, you must connect through a virtual private network (VPN).

Summary of Roadmap and Advice

For Export Businesses

Advice for export businesses

Investing properly in security from day one is the way to help businesses minimize risks, dispel concerns about international trade being scammed, and confidently reach out to the ocean.

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