A deep dive into email servers

An email server is a computer system that sends and receives electronic mail (email) messages. It functions as a digital post office, managing the flow of email communications within and across networks. The primary functions of an email server include storing incoming mail for distribution to the right recipients, forwarding outgoing mail to their designated servers, and ensuring the reliable and secure transmission of messages. 

Role of IMAP and POP3

A thesis submitted to the University of Victoria provided, “Email clients employ email protocols to send or retrieve emails from a mail server. POP3 and IMAP are used by clients to retrieve emails from the mail server.”

Internet Message Access Protocol (IMAP) and Post Office Protocol version 3 (POP3) are the two main protocols used by email clients to retrieve emails from the server. IMAP is more modern and sophisticated, allowing for two-way communication between the email client and the server. This means actions like reading, deleting, or organizing emails in the client are mirrored on the server. POP3, on the other hand, is simpler and generally downloads emails from the server to the client’s device, after which the emails are typically deleted from the server.

Process of sending an email

1. Composition and sending: The process begins when a user composes an email using an email client, which could be a web-based service like Gmail or a desktop application like Microsoft Outlook. Once the email is composed and the send button is clicked, the email client connects to an outgoing email server using the SMTP protocol.
2. Role of SMTP: The Simple Mail Transfer Protocol (SMTP) is pivotal at this stage. It's responsible for initiating the process of sending an email. The SMTP server takes the email from the client and then looks up the domain of the recipient in the email address (everything after the '@' symbol). It uses the Domain Name System (DNS) to find the mail server associated with that domain.
3. Email routing: Once the SMTP server has the recipient's server information, it connects to that server. If the recipient's server is unavailable for some reason, the SMTP server will queue the email and repeatedly attempt to deliver it until successful.
4. Delivery to recipient's server: Upon successful connection to the recipient's server, the email is transferred. This server is typically an incoming mail server, either an IMAP or POP3 server.
   
   

Security challenges faced by email servers

Email servers face a multitude of security challenges, primarily due to the sensitive nature of the data they handle and their role in communication infrastructure. The primary threats include

• Spam and phishing attacks: Unsolicited emails or phishing attempts can deceive users into divulging sensitive information.
• Malware distribution: Emails can spread malware, including viruses, worms, and ransomware.
• Data interception and breach: As a repository and transit point for sensitive information, email servers are a prime target for data breaches and interception.
• Denial of service attacks: These attacks aim to overload the server, disrupting its ability to function effectively.
• Identity spoofing and forgery: Attackers may spoof email addresses, making it appear that emails are coming from a legitimate source.
  
  

Cloud-based vs. on-premises email servers

Cloud-based email servers offer distinct advantages in terms of scalability, flexibility, and reduced upfront costs. These servers are hosted on a provider's infrastructure, eliminating the need for businesses to invest in and maintain physical server hardware. Additionally, cloud-based solutions often come with high-level security measures managed by the provider, along with regular updates and maintenance, reducing the IT burden on the business. However, they may pose concerns as they depend heavily on internet connectivity, and subscription costs over time can add up.

On the other hand, on-premises email servers provide businesses with complete control over their email infrastructure. This control extends to security and offers more customization to meet specific business requirements. However, they require upfront investment in hardware, software, and IT expertise. Ongoing maintenance, upgrades, and scaling can be costly and time-consuming. Moreover, in-house servers may lack the high availability provided by cloud-based solutions, especially when handling large volumes of email traffic or during hardware failures.

See also: A guide to HIPAA and cloud computing

Decision factors for businesses

When deciding between cloud-based and on-premises email servers, businesses must consider several factors. The decision often hinges on the size of the business, budget constraints, and specific IT needs. Smaller businesses or startups may favor cloud-based solutions for their cost effectiveness and ease of use, while larger enterprises might opt for on-premises servers due to their need for control, customization, and specific compliance requirements. Businesses should also assess their in house IT capabilities; organizations with limited IT resources may find the outsourced maintenance and support of cloud services more appealing. 

Setting up your server vs. HIPAA compliant email software

Enhanced security features

HIPAA compliant email software is specifically designed to meet the high-security standards required to protect PHI. This includes encryption both in transit and at rest, secure data storage, and advanced access controls. These features go beyond what is typically offered by standard email servers or generic cloud email services, ensuring that sensitive health information is adequately protected against unauthorized access and breaches.

Compliance with regulations

One of the main reasons to choose HIPAA compliant email software is to adhere to legal requirements. These systems are built to comply with the specific provisions of HIPAA, such as ensuring the confidentiality and integrity of PHI, implementing safeguards to prevent unauthorized access, and maintaining proper audit trails. This compliance is necessary for legal reasons and for maintaining the trust of patients and partners.

Reduced risk and liability

By using a HIPAA compliant email solution, healthcare organizations reduce their risk of data breaches and the resulting legal and financial repercussions. Given that noncompliance with HIPAA can lead to hefty fines and legal action, investing in compliant email software can be seen as a proactive measure to mitigate risks.

Simplified management

Managing a traditional email server or using standard cloud based email services requires ensuring that all aspects of the service meet HIPAA standards. HIPAA compliant email software, on the other hand, is typically designed with user friendly interfaces and streamlined management tools, making it easier for healthcare providers to manage their email communications without extensive IT expertise.

Integrated solutions

Many HIPAA compliant email software solutions offer additional features tailored to healthcare needs, such as secure messaging, electronic faxing, and integration with electronic health records (EHR) systems. These integrated solutions can improve efficiency and workflow, providing more value than standard email servers.

Assurance and trust

Using a HIPAA compliant email service demonstrates a commitment to protecting patient privacy. It assures patients, partners, and regulatory bodies that the organization takes data security and compliance seriously.

See also: How to send HIPAA compliant emails

FAQs

What is data security?

The protective measures and protocols to protect data.

What is an email server?

A computer system that sends and receives emails. 

What is compliance?

Adhering to the act of laws, regulations, and standard in a business or activity.