Organization Email Security Policy: Ensuring Compliance with DMARC, SPF, and DKIM
To uphold the highest standards of digital communication security, our organization implements a robust email security protocol centered around DMARC (Domain-based Message Authentication, Reporting & Conformance), with the support of SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail). This policy details the requirements for bulk email sending services and outlines the limitations and best practices for SPF and DKIM implementations.
1. DMARC Implementation: DMARC is an essential protocol for authenticating emails associated with our organization, whether for internal communication or bulk emailing purposes. It utilizes SPF and/or DKIM checks to validate emails, ensuring their legitimacy and security.
2. Requirements for Bulk Email Sending Services:
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SPF or DKIM Compliance: Bulk email sending services used by our organization must comply with either an SPF Record or a DKIM configuration, aligning with our DMARC policy. This ensures that emails sent from these services are authenticated and secure.
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SPF Limitations and Subdomain Utilization: While SPF is a critical component of our email security strategy, its effectiveness can be limited by DNS lookup constraints. To address this, bulk email services may require the use of a dedicated subdomain (e.g., @departmentname.dartmouth.edu) to ensure compliance and effective email delivery. This approach mitigates the risk of exceeding SPF's DNS lookup limitations.
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DKIM Configuration: In cases where SPF may not be sufficient or practical, DKIM serves as an alternative or complementary method. A valid DKIM signature on emails from bulk services ensures compliance with our DMARC policy.
3. Policy on Email Transmission and Reception:
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Sending Emails: Our servers, in accordance with the domain's SPF and DKIM configurations, authenticate all outgoing emails. This includes emails sent through bulk email services, which must adhere to either SPF or DKIM requirements as outlined above.
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Receiving Emails: Incoming emails are assessed based on the sender's DMARC policy. Our servers verify:
- The email's compliance with the sender's SPF record or the presence of a valid DKIM signature.
- Alignment with the DMARC policy for proper handling (delivery, spam marking, or rejection).
This policy reflects our commitment to maintaining a secure and efficient email environment. Adhering to these guidelines is critical for all organizational email activities and bulk email services engaged by the organization.