How to Identify a Phishing Email

Whenever you want to click a link or respond with your personal information to an email, pause and ask yourself these two questions:

Is this email genuine?

Is it absolutely necessary that I respond to this email?

Bad players are taking advantage of internet anonymity to steal people’s identity and data. Just clicking an innocent-looking link in your email can cost your business money and reputation.

No thanks to an attack method known as email phishing, hackers can impersonate legitimate services to steal user’s data and sensitive information with ease.

What are Phishing Emails?

Phishing emails are scam emails which cybercriminals use in deceiving a target to comply with a specific request such as filling out a web form or supplying sensitive personal or business information.

If successful, the attacker can use the stolen information such as account numbers, social security number, and more to assume your identity and make financial and business transactions on your behalf.

Features of a Phishing Email

No matter how clever a phishing email is designed, there are some signs that can expose it as one. These types of phishing include:

Ridiculous Offers: If an email offer makes you feel like the luckiest human alive, chances are that it is a scam. You shouldn’t expect to win a lottery when you never played one in the first place. If an offer is too good to be true, avoid it and report as spam.

Threatening Tone: Many phishing emails rely on basic human fear such as the fear of missing out or the fear of consequences. This type of email can include phrases such as “Click here to avoid deactivation” or “Last Chance”. These messages are designed to prevent you from critically examining the hacker’s request.

Generic Receiver and Sender: Many phishing emails are blasted out in large numbers, so the attackers don’t bother to personalize them. Salutations such as “Dear Customer” instead of “Dear John” should be suspect. Also, when a sender detail is unspecified or deliberately hidden, the email is likely to be for phishing.

How to Spot Phishing Emails

Some useful phishing email spotting methods are discussed below:

Poorly timed or inappropriate:  You should be suspicious of any email that gets your basic info wrong. For example, an email thanking you as a new member when you have been a long-time user of a particular service should be scrutinized. It is likely to be part of a mass spamming and phishing attempt.

Poor Grammar and Spelling:  An email from a supposed bank which is filled with grammatical errors is likely to be from a phisher. Carefully read all important emails before responding to their requests. An official email should be written in professional and error-free grammar, otherwise, ignore it as this could be a phishing scam.

Verify Email Links:  Cybercriminals can encode a fake URL to hide its originating source. If you hover over a link and an unknown and lengthy random address pop up, then it is from a phisher. Careful attackers may purchase a similar looking address such as “https://www.jpmorganch e se.com/” instead of “https://www.jpmorganch a se.com/” to fool victims. So, be aware of URL misspelling as well.

How to Protect Your Business from Phishing Emails

Prioritize Security Awareness Training: Train your employees to recognize phishing emails. An untrained employee is a potential backdoor to your organization’s security.

Install Anti-Phishing Tools: Popular browsers have built-in tools or add-ons for detecting harmful websites or clones. These tools can block fake websites and alert users. Install or enable relevant browser security tools on all your computers.

Follow Your Browsing Routine: If you must authorize a request in response to an email, manually type out the web address or use your favorite search engine. This way, you can protect yourself if the email was fake or update the required information in case of a genuine request.

Email Filtering Solutions: You cannot be too careful with phishing emails. A good companion to human alertness is email filtering solutions which are able to detect spam email and block them.

Safeguard your Personal Information:  Your personal information should not be sent out over the internet. Instead, opt for physical contact and a second confirmation before taking any action.

Install Firewall and Antivirus: Firewall blocks unauthorized connection to your system. Some antivirus can scan attachments right from your inbox so that harmful programs are prevented from running. They are also effective in preventing more specific scams such as spear phishing attacks.

Final thoughts…

Attackers are coming up with novel phishing techniques. But they also rely on you being an easy target. Cyber security awareness, email vigilance, and relevant security tools can help keep your business safe from email phishing attacks.

If you feel you may be facing an email phishing attack, please feel free to contact one of our SDTEK team members, we’d be happy to help.

Common IT Security Compliance Pitfalls and How to Avoid Them

June 17, 2025
Meeting IT security compliance standards is crucial for businesses that handle sensitive data, particularly in industries such as healthcare, finance, defense, and e-commerce. Regulatory frameworks such as HIPAA, CMMC, PCI-DSS, and GDPR exist to help ensure businesses protect customer information and maintain robust cybersecurity practices. Unfortunately, many organizations fall short of these requirements, often due to common, avoidable mistakes. These gaps can result in costly fines, data breaches, and reputational damage, which can significantly impact the business's bottom line and customer trust. 1. Failing to Conduct Regular Risk Assessments The Pitfall: Many businesses overlook the importance of conducting routine risk assessments. Without these, it’s challenging to identify vulnerabilities or evaluate whether your current cybersecurity controls meet compliance standards. How to Avoid It: Implement a regular risk assessment schedule. Work with a qualified IT provider to evaluate your systems, identify weaknesses, and document remediation plans. These assessments should be performed at least annually, or whenever significant changes to the system occur. 2. Inadequate Employee Training The Pitfall: Your employees are your first line of defense—and often your most significant vulnerability. A common compliance issue arises when businesses fail to train staff on cybersecurity best practices or on handling sensitive data appropriately. How to Avoid It: Invest in ongoing cybersecurity awareness training. Ensure employees understand how to recognize phishing emails, create strong passwords, and report any suspicious activity. Training should be updated regularly to reflect current threats and compliance requirements. 3. Improper Data Handling and Storage The Pitfall: Storing sensitive data in unsecured locations, failing to encrypt information, or retaining data longer than necessary are significant compliance risks. These practices are often flagged during audits. How to Avoid It: Adopt data classification policies that define how different types of data should be handled; encrypt sensitive data both at rest and in transit. Establish clear data retention policies and ensure that obsolete data is disposed of securely. 4. Lack of Incident Response Planning The Pitfall: When a security incident occurs, time is of the essence. Many businesses lack a documented incident response plan, or their existing plan hasn’t been thoroughly tested. This can lead to delayed responses, increased damage, and regulatory penalties. How to Avoid It: Develop a formal incident response plan that includes roles, responsibilities, communication protocols, and steps for containment and recovery. Run simulated breach scenarios with your IT team to ensure everyone knows how to respond effectively. 5. Using Outdated Software or Systems The Pitfall: Running outdated operating systems, software, or firmware is a common issue that can lead to compliance failures. Unsupported technologies are more vulnerable to exploitation. How to Avoid It: Keep all systems and applications up to date with the latest patches. Use automated tools to track software versions and receive alerts about end-of-life technologies. Schedule regular maintenance windows to apply updates and upgrades. 6. Insufficient Access Controls The Pitfall: Allowing too many employees access to sensitive data—or failing to revoke access when it’s no longer needed—can lead to data breaches and non-compliance. How to Avoid It: Implement role-based access controls and follow the principle of least privilege. This principle means that each user should have the minimum level of access necessary to perform their job. Regularly audit user accounts and permissions to ensure access is current and appropriate. Use multi-factor authentication (MFA) to add an additional layer of protection. 7. Neglecting Third-Party Vendor Risks The Pitfall: Businesses often overlook the fact that their compliance responsibilities extend to third-party vendors. If a vendor mishandles your data, you could still be held accountable. How to Avoid It: Vet third-party vendors carefully. Ensure they meet the same compliance standards as your business and include security requirements in your contracts. Conduct periodic audits or request compliance certifications from your vendors. 8. Failing to Document Policies and Procedures The Pitfall: Even if your security practices are strong, failing to document your compliance policies can result in audit failures. Regulators want to see evidence that you have formal processes in place. How to Avoid It: Create and maintain clear documentation for all compliance-related policies, including data protection, access control, incident response, and employee training. Make these documents easily accessible for audits and regularly review them to ensure updates are current. Conclusion Compliance with IT security standards is not a one-time project—it requires ongoing attention, regular updates, and a proactive approach to maintain effectiveness. By understanding and addressing these common pitfalls, your business can stay ahead of regulatory requirements, strengthen its security posture, and reduce the risk of costly incidents. This ongoing attention is crucial to maintaining your business's security and audit readiness. If you’re unsure whether your business is meeting current IT compliance standards, professional support can help. Contact SDTEK today to schedule a compliance assessment and learn how our IT services can keep your business secure and audit-ready. With our support, you can navigate the complex landscape of IT security compliance with confidence.

Why Cybersecurity and Business IT Support Are Crucial for Fort Wayne Businesses

April 9, 2025
In today’s digital-first world, cybersecurity isn’t just a luxury—it’s a necessity. Whether you run a small startup or a growing enterprise in Fort Wayne , protecting your business’s data, systems, and clients is essential for long-term success. From ransomware attacks to phishing scams, cyber threats are evolving every day, and the best way to stay ahead of them is by partnering with a reliable IT services provider that understands the unique needs of local businesses. Here’s why investing in professional business IT support is one of the smartest decisions Fort Wayne businesses can make—and how working with SDTEK helps protect your operations, your data, and your reputation.