--- title: "Why Adopt A Company-wide Email Security Policy With The Right Security Solution | DuoCircle" description: "Inactive accounts may not seem to be much of a security concern, but these can prove to be the reason behind the downfall of the entire digital network of an." image: "https://www.duocircle.com/images/og-default.png" canonical: "https://www.duocircle.com/blog/email-security/why-adopt-a-company-wide-email-security-policy-with-the-right-security-solution/" --- Quick Answer A company-wide email security policy exists to close the gaps that individual users will not. The 2019 Varonis data risk report found 58% of organizations had more than 1,000 inactive accounts, and Verizon DBIR data shows 94% of malware arrives by email. A workable policy covers four areas: outbound SMTP so bulk sends reach the inbox and not spam, hosted email with privacy and uptime expectations, a tenant-to-tenant migration plan with MX backup so mail keeps flowing during a move or merger, and email forwarding rules for role and out-of-office mailboxes. Pair the policy with SPF, DKIM, DMARC, spam filtering, and archiving so the controls are enforced, not just written down. Share [ ](https://www.linkedin.com/sharing/share-offsite/?url=undefined%2Fblog%2Femail-security%2Fwhy-adopt-a-company-wide-email-security-policy-with-the-right-security-solution%2F "Share on LinkedIn") [ ](https://twitter.com/intent/tweet?text=Why%20Adopt%20A%20Company-wide%20Email%20Security%20Policy%20With%20The%20Right%20Security%20Solution&url=undefined%2Fblog%2Femail-security%2Fwhy-adopt-a-company-wide-email-security-policy-with-the-right-security-solution%2F "Share on X/Twitter") [ ](https://www.facebook.com/sharer/sharer.php?u=undefined%2Fblog%2Femail-security%2Fwhy-adopt-a-company-wide-email-security-policy-with-the-right-security-solution%2F "Share on Facebook") [ ](https://reddit.com/submit?url=undefined%2Fblog%2Femail-security%2Fwhy-adopt-a-company-wide-email-security-policy-with-the-right-security-solution%2F&title=Why%20Adopt%20A%20Company-wide%20Email%20Security%20Policy%20With%20The%20Right%20Security%20Solution "Share on Reddit") [ ](mailto:?subject=Why%20Adopt%20A%20Company-wide%20Email%20Security%20Policy%20With%20The%20Right%20Security%20Solution&body=Check out this article: undefined%2Fblog%2Femail-security%2Fwhy-adopt-a-company-wide-email-security-policy-with-the-right-security-solution%2F "Share via Email") ![DuoCircle blog post image](https://media.mailhop.org/duocircle/images/2021/02/SMTP-providers-2101.jpg) Inactive accounts may not seem to be much of a security concern, but these can prove to be the reason behind the downfall of the entire digital network of an organization, given the _threat actor is competent enough to use a single inactive account to get access to organization’s insider information_. By definition, inactive accounts are those accounts that have not logged into a system for extended periods. Users who have left the organization or switched roles leave behind such inactive accounts, which may not be flagged, disabled and archived by the organization’s IT team. In 2019, a data risk assessment [report](https://www.varonis.com/2019-data-risk-report/) found that _**58% of organizations** had more than 1000 inactive user accounts_. These organizations have a broader attack surface that might allow intruders to access sensitive information if adequate cybersecurity measures are not put into place. _Inactive accounts can even prove to be the most severe vulnerability in [an email security](/) system as they are not actively monitored_. Cybercriminals can easily use such inactive accounts to infiltrate the organization’s network without being noticed. ## Key Statistics A glance at some recent statistics concerning **email security** depict why email security is indispensable for any organization: 1. Emails deliver [94% of malware](https://enterprise.verizon.com/resources/reports/dbir/) that damage and steal data. 2. [69% of spam emails](https://blog.f-secure.com/failed-delivery-spam/) contain deceptive and malicious URLs. 3. 1 in 3 Americans [opens phishing emails](https://enterprise.verizon.com/resources/reports/dbir/). [![email security](https://media.mailhop.org/duocircle/images/2021/02/buy-smtp-4507.jpg)](https://media.mailhop.org/duocircle/images/2021/02/buy-smtp-4507.jpg) ## Take Care of This Menace: Why You Need A Robust Email Security Policy Combined with threats such as phishing, ransomware, spear-phishing, etc., inactive email accounts can wreak havoc on the organization’s digital infrastructure. The lack of a **robust security system** to manage processes like [email archiving](/content/email-archiving/), [email hosting](/email/hosted-email) and [email forwarding](/email/email-forwarding) increases such threats. _A comprehensive email security policy ensures the organization’s email system remain secured_ from unsolicited threats and ensures: - **Standardization is maintained in sent emails**: A uniform policy for the organization’s personnel makes sure every employee follows a strict email format for sending internal and external emails to clients and potential customers. - **Protection against malicious attempts**: It includes protecting an email account, its content, and its communication from intruders who use deceptive tactics to gain confidential information or compromise the employee’s PII (Personally Identifiable Information). ## Essential Features of a Comprehensive Email Security System As mentioned earlier, a comprehensive [email security service](/) will make sure that your email communication and data stays uncompromised. Below are some essential features that a **robust email security** policy must include. ### Managing Outbound SMTP Server _An outbound SMTP server ensures that your email message reaches the desired recipient’s inbox_. It is an essential tool for sending bulk emails, especially if the organization’s marketing strategy heavily relies on email marketing. Service providers have limitations when sending bulk emails to recipients who belong to different server domains than your business’s. The right **security system** will provide [outbound SMTP](/email/outbound-smtp/) services to ensure your emails, blogs, newsletters, and promotional articles reach the recipient’s inbox without getting filtered for spam. Apart from ensuring email delivery, they also protect organizations from malware as your SMTP will block any incoming mail from unknown credentials. ### How To Go About Email Hosting _Email hosting offers you space to send and store your communication_ while enjoying several advantages over email services. The right [email hosting service](/email/hosted-email) ensures **privacy and protection** to any sensitive information. Some essential aspects to look for in your email hosting provider include storage space, **email security**, user privacy, and templates for marketing emails. In a nutshell, a great **email hosting solution** will essentially provide hasslefree services for your business and your customers, close to zero downtime, and 24x7x365 customer support. ### When There is a Need for Tenant Migration During Acquisition or Merger Tenant to Tenant migration is required when your organization may need to migrate to a new domain as you have acquired or merged with another business entity or due to a change in the brand’s name. During [tenant to tenant migration](/email/tenant-migration), _there is a risk of losing some or all existing mails_. If the migration is not done with due diligence, organizations may face major **security threats**. Besides, _MX backup is essential to keep receiving mails during tenant to tenant migration_. A robust [email security service](/) will ensure all of the above while also reducing the total downtime required to migrate. ### Email Forwarding When You are Out of Office The email forwarding feature is a great way to automate forwarding mails from the inbox of one domain to an account on a completely different domain. Emails received in one inbox can be automatically forwarded to multiple inboxes and vice-versa through [email forwarding](/email/email-forwarding). [![ email security service,](https://media.mailhop.org/duocircle/images/2021/02/windows-smtp-service-4367.jpg)](https://media.mailhop.org/duocircle/images/2021/02/windows-smtp-service-4367.jpg) ## Final Words Undeleted inactive accounts offer disgruntled former employees and adversaries the opportunity to access sensitive information and compromise the organization’s security. This makes it essential for an organization to adopt an **email security policy** to thwart such malicious attempts. _A security system can never be 100% foolproof_. It does not mean that one should not put the right measures in place to keep their information assets from falling into the hands of cyber adversaries. The right email policy, along with a robust [email security service](/), enables one to eliminate the majority of cyber threats pertaining to email. ![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%2Fwhy-adopt-a-company-wide-email-security-policy-with-the-right-security-solution%2F) [ ](https://twitter.com/intent/tweet?text=Why%20Adopt%20A%20Company-wide%20Email%20Security%20Policy%20With%20The%20Right%20Security%20Solution&url=https%3A%2F%2Fwww.duocircle.com%2Fblog%2Femail-security%2Fwhy-adopt-a-company-wide-email-security-policy-with-the-right-security-solution%2F) [ ](https://www.facebook.com/sharer/sharer.php?u=https%3A%2F%2Fwww.duocircle.com%2Fblog%2Femail-security%2Fwhy-adopt-a-company-wide-email-security-policy-with-the-right-security-solution%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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