Protecting Your Organization: How to Stay Safe from Deceptive Email Attacks

Email security threats are constantly evolving, and attackers frequently use seemingly safe emails to breach organizational systems. For small-to-medium businesses (SMBs), nonprofits, churches, and school districts in Texas, vigilance is crucial. Understanding common tactics attackers use and knowing how to identify deceptive email attacks can significantly strengthen your cybersecurity posture.

Common Types of Deceptive Email Attacks

1. Phishing Emails Phishing emails trick recipients into revealing sensitive information like login credentials, financial details, or personal data. A real-world example is the 2019 phishing attack on the Manor Independent School District in Texas, resulting in a $2.3 million loss. ​

In late 2019, the Manor Independent School District (MISD) in Texas experienced a significant financial loss due to a sophisticated phishing scam. Over approximately a month, the district unwittingly transferred $2.3 million to cybercriminals.​

The incident began in November 2019 when multiple MISD employees received phishing emails. One staff member responded, leading to unauthorized changes in bank account information for a known vendor. Subsequently, three separate payments were made to the fraudulent account before the district realized the deception in December 2019.

Detective Anne Lopez of the Manor Police Department emphasized the importance of vigilance, advising individuals to scrutinize emails and verify the authenticity of any requests, especially those involving financial transactions.

In response to the breach, MISD collaborated with the Manor Police Department and the Federal Bureau of Investigation, both of which launched investigations into the incident. The district also issued public statements to inform the community and sought assistance from anyone with pertinent information.

This event underscores the critical need for comprehensive cybersecurity measures, including regular employee training, stringent verification protocols, and advanced email filtering systems, to protect organizations from similar threats.

What to look for:

• Unfamiliar sender addresses.
• Urgent requests for information or funds.
• Spelling or grammatical errors. (They are using AI now so look for poor phrasing or confusing writing flows)

2. Spear Phishing Attacks Spear phishing is targeted phishing aimed at specific individuals or roles within an organization, making the emails more convincing. In 2020, Ubiquiti Networks, a prominent networking technology company, experienced a significant security breach orchestrated by an insider, Nickolas Sharp, who exploited his privileged access to steal confidential data and attempt extortion.

The Spear Phishing Attack

So, Nickolas Sharp, a senior cloud engineer at Ubiquiti, utilized his authorized credentials to infiltrate the company’s Amazon Web Services (AWS) infrastructure and GitHub repositories. To conceal his identity, he employed a Virtual Private Network (VPN) service, specifically Surfshark. However, during the data exfiltration process, a temporary internet outage led to his real IP address being logged, inadvertently exposing his identity. Sharp managed to download substantial amounts of sensitive data, including source code and customer information.

Subsequently, he posed as an anonymous hacker, demanding a ransom of 50 Bitcoin from Ubiquiti in exchange for not releasing the stolen data. When the company refused to comply, Sharp leaked misleading information about the breach, causing a significant drop in Ubiquiti’s stock value.

Attack Methodology and Motivation

This incident exemplifies an insider threat, where an individual with legitimate access exploits their position for malicious purposes. Sharp’s actions were financially motivated, aiming to extort the company by leveraging the stolen data. His technical knowledge and authorized access facilitated the breach, highlighting the challenges organizations face in detecting and preventing insider threats.

Preventive Measures:

To mitigate such risks, organizations can implement the following strategies:

• Zero Trust Model: Adopting a Zero Trust security framework ensures that all users, regardless of their position, are continuously authenticated and authorized, minimizing implicit trust.
• Network Segmentation: Dividing the network into distinct segments restricts access to sensitive data, ensuring that employees can only access information pertinent to their roles.
• Enhanced Monitoring: Implementing robust monitoring and logging mechanisms can detect unusual activities, such as large data transfers or unauthorized access attempts, enabling swift responses to potential threats.

Ubiquiti’s Response and Future Protections

Upon discovering the breach, Ubiquiti initiated an internal investigation and collaborated with law enforcement agencies. The company advised customers to change their passwords and enable two-factor authentication as precautionary measures. Additionally, Ubiquiti emphasized its commitment to enhancing security protocols to prevent future incidents. citeturn0search3

This case underscores the critical importance of robust internal security measures and the need for organizations to remain vigilant against both external and internal threats.

What to look for:

• Personalized emails referencing specific roles or responsibilities.
• Requests from known contacts with unusual content or formatting.

3. Business Email Compromise (BEC) Business Email Compromise (BEC) attacks have become increasingly prevalent, causing significant financial losses across various sectors. In 2022, the FBI’s Internet Crime Complaint Center (IC3) received 21,832 BEC complaints, with reported losses exceeding $2.7 billion. citeturn0search13

Understanding BEC Attacks

BEC attacks involve cybercriminals impersonating trusted figures—such as company executives, vendors, or legal representatives—to deceive employees into executing unauthorized financial transactions or divulging sensitive information. These attacks often employ social engineering tactics, exploiting human trust and organizational protocols. citeturn0search0

Notable BEC Incidents:

1. Ubiquiti Networks (2021):
   • Summary: Ubiquiti Networks, a global networking technology company, suffered a BEC attack resulting in losses exceeding $40 million.
   • Attack Details: Attackers gained access to an employee’s email account and used it to send fraudulent payment requests to Ubiquiti’s finance department and external vendors. citeturn0search6
2. Toyota Boshoku Corporation (2019):
   • Summary: Toyota Boshoku Corporation, a major Japanese automotive parts manufacturer, lost $37 million due to a BEC attack.
   • Attack Details: Attackers compromised a vendor’s email account and sent fraudulent payment requests to the company. citeturn0search6

Preventive Measures

Organizations can implement several strategies to mitigate the risk of BEC attacks:

• Employee Training: Regularly educate staff about recognizing phishing attempts and the importance of verifying unusual requests.
• Multi-Factor Authentication (MFA): Implement MFA to add an extra layer of security to email accounts and financial transactions.
• Verification Protocols: Establish procedures to verify payment or data requests, such as confirming through a secondary communication channel.
• Email Filtering: Utilize advanced email filtering solutions to detect and block potential phishing emails.

Response to BEC Incidents

Organizations that have fallen victim to BEC attacks often take the following steps to enhance future security:

• Incident Analysis: Conduct thorough investigations to understand the breach’s scope and methodology.
• Policy Revisions: Update financial and communication protocols to include additional verification steps.
• Technological Enhancements: Invest in advanced cybersecurity tools and infrastructure to detect and prevent future attacks.
• Collaboration with Authorities: Work closely with law enforcement agencies to address the breach and prevent further incidents.

By adopting these measures, organizations can significantly reduce the likelihood of falling victim to BEC attacks and protect their financial and informational assets.

What to look for:

• Sudden changes in payment instructions.
• Emails from executives outside normal channels or processes.

Essential Practices to Protect Your Organization

Educate Your Team Regularly Conduct routine training sessions emphasizing how to recognize and respond to suspicious emails. Organizations like churches and school districts particularly benefit from regular security awareness programs tailored specifically to their needs.

Implement Email Authentication Protocols Use authentication standards like SPF, DKIM, and DMARC to help ensure email legitimacy, significantly reducing the likelihood of deceptive emails reaching your inbox.

Verify Requests Independently Always verify financial or sensitive requests via a separate communication channel, such as a phone call, especially if the email seems slightly unusual.

Stay Updated on Cybersecurity Trends Regularly update your knowledge about emerging threats. Platforms like the Texas Department of Information Resources or the Cybersecurity & Infrastructure Security Agency (CISA) provide useful, up-to-date information. You can also follow SofTouch Systems here on our webpage, LinkedIn, Facebook, and our bi-weekly newsletter.

How Managed IT Services Can Help

While these guidelines will significantly reduce your risk, some SMBs and nonprofits need professional guidance to establish robust cybersecurity frameworks effectively. Managed IT services, like those offered by SofTouch Systems, provide expert consultations, secure email setups, employee training, and proactive monitoring to protect your organization’s critical data.

Our specialists help you:

• Implement advanced cybersecurity protocols.
• Regularly test your security posture.
• Respond swiftly and effectively to security incidents.

Secure Your Organization Today

Don’t wait until a deceptive email attack compromises your business or nonprofit organization. Take proactive steps now and reach out for a comprehensive IT consultation. At SofTouch Systems, we ensure your organization stays safe so you can focus on what truly matters.

---

How Managed IT Services Can Save Your Business Money

Cybersecurity & Infrastructure Security Agency

Contact SofTouch Systems today for your free cybersecurity consultation.