--- title: "Keeping Your Organizations Email Security Intact | DuoCircle" description: "Incidents of malware infection have been so regular that they are no more news to organizations worldwide." image: "https://www.duocircle.com/images/og-default.png" canonical: "https://www.duocircle.com/blog/email-security/keeping-your-organizations-email-security-intact/" --- Quick Answer A malware incident response plan needs six steps: identify the threats specific to your industry through threat modeling, document and standardize the response procedures (an IBM study found only 25% of organizations had a CSIRP), test the system continuously as attack methods change, share threat intelligence with peers in your sector, remove unnecessary bureaucratic steps that slow response, and train staff because plain-looking emails and unverified links drive most successful intrusions. Email is the dominant entry vector, so anti-phishing services, ransomware protection, MX backup, email archiving, and authenticated outbound SMTP all belong in the plan. Automation of investigation and archiving cuts response time and resource cost. Share [ ](https://www.linkedin.com/sharing/share-offsite/?url=undefined%2Fblog%2Femail-security%2Fkeeping-your-organizations-email-security-intact%2F "Share on LinkedIn") [ ](https://twitter.com/intent/tweet?text=Keeping%20Your%20Organizations%20Email%20Security%20Intact&url=undefined%2Fblog%2Femail-security%2Fkeeping-your-organizations-email-security-intact%2F "Share on X/Twitter") [ ](https://www.facebook.com/sharer/sharer.php?u=undefined%2Fblog%2Femail-security%2Fkeeping-your-organizations-email-security-intact%2F "Share on Facebook") [ ](https://reddit.com/submit?url=undefined%2Fblog%2Femail-security%2Fkeeping-your-organizations-email-security-intact%2F&title=Keeping%20Your%20Organizations%20Email%20Security%20Intact "Share on Reddit") [ ](mailto:?subject=Keeping%20Your%20Organizations%20Email%20Security%20Intact&body=Check out this article: undefined%2Fblog%2Femail-security%2Fkeeping-your-organizations-email-security-intact%2F "Share via Email") ![Email Security](https://media.mailhop.org/duocircle/images/2021/07/spf-record-syntax-1575.jpg) _Incidents of malware infection have been so regular that they are no more news to organizations worldwide_. A single system infection is still within the control of the IT Security teams, but when it occurs at a significant scale, it can prove spine-breaking for the organization. Hence, there need to be **contingency plans** to counter it even before it comes to such a stage. _Organizations must prepare a [robust malware incident response](/resources/malware-and-its-defense-mechanism) plan_ and keep it ready for immediate implementation. The above graph represents the annual number of **malware attacks** worldwide from 2015 to 2020\. The pandemic may have caused an inevitable slowdown in the number of incidents. Still, it can also be attributed to the malware response systems that organizations have put in place. ## Mitigating The Threat Through Incidence Response Malware is malicious software that is inserted into the system by threat actors to steal information or disrupt the network, or both. In any event, the loss faced by the organization is phenomenal, along with severe [reputational damage](/email-security/your-business-runs-on-email-dont-let-it-fall-to-malware/) and, in most likelihood, legal consequences. Hence, _organizations must implement adequate processes to mitigate the threats posed by malware_. The following are the steps that they must take for developing a robust incident response plan. ### Step 1: Understanding And Identifying The Threats Threats can be both internal and external. Organizations can mitigate most external threats through **email security** since many malware incidents trigger through emails. Organizations need to invest in [anti-phishing services](/email/phishing-protection) and **ransomware protection** and ensure [robust email security](/) measures are in place. [Analyzing the type of threat](https://www.blumira.com/incident-response-guide-multiple-malware-infections/) that the organization will face is part of the overall mitigation process. Each industry has its own set of cyber threats, and that has to be looked into and studied. _Threat modeling is a necessary step towards creating a viable response system_. The IT Security teams must venture out of the comfortable zone of regulations and look for means to develop defenses against sophisticated attacks on organizational resources. [Spear phishing attacks](/content/spear-phishing-protection/recent-spear-phishing-attacks) are rampant, and an effective means for [phishing protection](/email/phishing-protection) has to be established through thorough studies. Organizations can bank on several third-party providers that offer [email hosting](/email/hosted-email) and [email archiving](/content/email-archiving/), along with requisite security to emails. [![ phishing protection](https://media.mailhop.org/duocircle/images/2021/07/spf-record-syntax-1576.jpg)](https://media.mailhop.org/duocircle/images/2021/07/spf-record-syntax-1576.jpg) ### Step 2: Documentation And Standardization Of Response Plans A response plan needs to be well documented and shared with all the necessary authorities responsible for the organization’s defense of cyber systems. The method must be standardized and consistent. [A study revealed](https://www.ibm.com/downloads/cas/QEBYPND1) that only **25% of all the organizations** surveyed had a [cyber-security incident response plan](https://www.stealthlabs.com/blog/how-to-build-a-computer-security-incident-response-plan-csirp-that-works/) (CSIRP). The rest were either devoid of any knowledge or only took a cursory interest in it. It has led to the belief that most incident response is slow off the mark since most organizations cannot manage it. They don’t have adequate plans concerning [MX Backup](/email/email-backup-mx), spear phishing, and securing [outbound SMTP](/email/outbound-smtp). Documenting and standardization of an incident response mechanism is time-consuming and requires focus and resources. > _Organizations will have to invest consistently to create such protective barriers if they want to prevent a catastrophic event_. ### Step 3: Testing The System Merely creating the system is not the end of the task. Threat perceptions change, and so do their methods. The rapid changes in technology have led to the ever-increasing sophistication of **malware attacks**. The incident response put in place has to be tested continuously to make it **robust and fail-proof**. One can only achieve improvement to the overall security wall when teams in charge can identify the gaps. They can then fill the gaps with additional firewalls and protocols. ### Step 4: Sharing Of Information The IT Industry and its affiliate domains do not work in silos. They share information and threats that are always around the corner. The [Threat Intelligence](https://www.ibm.com/downloads/cas/QEBYPND1) sector is a rising industry and has got to do with such circumstances. Organizations, especially _those who have faced such an incident already, will always share their experience with others in the same industry to strengthen their collective response_. It is a necessity since malicious actors collaborate to penetrate networks and systems, too. > _Leveraging the intelligence gathered about the threats will help organizations prepare for the worst_. It will also lead to more insight on how to build defenses and improve [simulations](/phishing-simulation). The entire paraphernalia concerning malware incident response will have to be changed as per the threats faced. It is a dynamic environment, and the more flexible the organizations, the better their chances of survival. ### Step 5: Removing Unwanted Bureaucracy From Threat Response Every threat response will have to be documented and analyzed. It will have the answer to future responses. _Removal of the unwanted process is key to a quick resolution_. Most organizations are guilty of creating useless steps that slow down the entire process of documentation. _Newer threats emanating may require a different approach and will need to be dealt with accordingly_. Ad hoc processes used for investigations may not be of much help. Automating the entire investigation process and [archiving threat response](/email-archiving/what-is-e-mail-archiving-and-how-is-it-beneficial/) analysis are valuable methods to remove redundancies and repetitive tasks. Most large organizations have implemented a system of automating the whole [threat response](/phishing-protection/small-businesss-shocking-response-to-cyber-threats/) and incident management system. It is not only a faster methodology but also requires lesser resources. ### Step 6: Spreading Awareness & Proper Training of Employees _One of the essential protection methods against threats emanating from the cyber world is training the staff_. There needs to be streamlining between people and technology across the board. > A majority of phishing attempts happen through _plain-looking emails and unverified links_. Organizations will have to invest time and resources to spread [awareness amongst their staff](/phishing-awareness-training) about the latest threats to identify them in time. It is pertinent to remember that the employees of any organization are both their strengths and weaknesses. Continual **staff training** is inevitable in these times of increased activity in the cyber world as malicious actors make every possible attempt to steal critical data assets and disrupt operations at every moment. Timely upgrading infrastructure and processes, implementing adequate technical safeguards, hiring specialized human resources, integrating HR automation platforms such as [Bambee](https://www.bambee.com/), and training staff is essential for every organization to maintain an efficient incident response plan. [![staff training](https://media.mailhop.org/duocircle/images/2021/07/spf-record-syntax-1577.jpg)](https://media.mailhop.org/duocircle/images/2021/07/spf-record-syntax-1577.jpg) ## Final Words While most organizations are yet to implement appropriate mechanisms to counter cyber threats, those with such safeguards in place already also need to keep improving. \_A robust malware incident response plan is the need of the hour if organizations are serious about keeping their data saf\_e, networks secure, and have business continuity in case of an incident. Timely upgrading infrastructure and processes, implementing adequate technical safeguards, hiring specialized human resources, and [training staff](/phishing-awareness-training) is essential for every organization to maintain an efficient incident response plan. ![Brad Slavin](https://media.mailhop.org/dmarcreport/images/team/brad-slavin.jpg) Brad Slavin General Manager General Manager at DuoCircle. Product strategy and commercial lead across the email security portfolio. ## Secure your email infrastructure Protect, authenticate, and deliver. Contact our team to find the right solution. [Contact Sales](/contact/) [Explore Products](/products/) Share this article [ ](https://www.linkedin.com/sharing/share-offsite/?url=https%3A%2F%2Fwww.duocircle.com%2Fblog%2Femail-security%2Fkeeping-your-organizations-email-security-intact%2F) [ ](https://twitter.com/intent/tweet?text=Keeping%20Your%20Organizations%20Email%20Security%20Intact&url=https%3A%2F%2Fwww.duocircle.com%2Fblog%2Femail-security%2Fkeeping-your-organizations-email-security-intact%2F) [ ](https://www.facebook.com/sharer/sharer.php?u=https%3A%2F%2Fwww.duocircle.com%2Fblog%2Femail-security%2Fkeeping-your-organizations-email-security-intact%2F) Copy Related Articles - [ BIMI in 2026: What the Certificate Authority Does, and What Your DMARC Tool Does Email Security ](/blog/bimi-2026-what-the-ca-does-what-your-dmarc-tool-does/) - [ ![Designing A Custom Dkim Architecture For High-Volume Email Senders](https://media.mailhop.org/duocircle/images/2026/04/buy-smtp-1290.jpg) Designing A Custom Dkim Architecture For High-Volume Email Senders Email Security ](/blog/designing-custom-dkim-architecture-for-high-volume-email-senders/) - [ ![DMARC, SPF, and DKIM](https://media.mailhop.org/duocircle/images/2026/04/spf-record-4526.jpg) DMARC, SPF, and DKIM in 2026: Why Email Authentication Is Now a Regulatory Requirement, Not Just a Best Practice Email Security ](/blog/dmarc-spf-dkim-2026-email-authentication-regulatory-requirement-best-practice/) - [ ![Email Monitoring Tools](https://media.mailhop.org/duocircle/images/2026/05/spf-validator-6720.jpg) Email Monitoring Tools: A Complete Guide to Protecting Your Email Ecosystem Email Security ](/blog/email-monitoring-tools-guide-protecting-your-email-ecosystem-security/) ## Related Articles [ Email Security 8m BIMI in 2026: What the Certificate Authority Does, and What Your DMARC Tool Does May 5, 2026 ](/blog/bimi-2026-what-the-ca-does-what-your-dmarc-tool-does/)[ Email Security 8m Designing A Custom Dkim Architecture For High-Volume Email Senders Apr 28, 2026 ](/blog/designing-custom-dkim-architecture-for-high-volume-email-senders/)[ Email Security 12m DMARC, SPF, and DKIM in 2026: Why Email Authentication Is Now a Regulatory Requirement, Not Just a Best Practice Apr 29, 2026 ](/blog/dmarc-spf-dkim-2026-email-authentication-regulatory-requirement-best-practice/)[ Email Security 5m Email Monitoring Tools: A Complete Guide to Protecting Your Email Ecosystem May 7, 2026 ](/blog/email-monitoring-tools-guide-protecting-your-email-ecosystem-security/) ```json {"@context":"https://schema.org","@type":"Organization","name":"DuoCircle LLC","url":"https://www.duocircle.com","logo":{"@type":"ImageObject","url":"https://www.duocircle.com/images/duocircle-logo.png"},"description":"DuoCircle is a portfolio of specialized email products covering protection, authentication, delivery, and routing. 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