When hiring non-U.S. citizens, employers often handle sensitive personal information, such as passports, birth certificates, and government IDs. If compromised, this information can significantly impact the employee’s financial and personal security. Below, we’ll explore a common security vulnerability email and share practical steps for safeguarding sensitive information during the hiring process.
Identifying Vulnerable Points in Email Communication
One of the most common and vulnerable points of attack is email. A study by Javelin Research found that in 2019 alone, the U.S. lost $16.9 billion to fraud. Hackers often exploit email because employee contact information is publicly available, enabling attackers to send authentic-looking emails that appear to come from within the company. Some hackers even gain access to legitimate email accounts within a company, using Business Email Compromise (BEC) tactics to request sensitive information, often impersonating senior staff to build trust with recipients. In fact, 150 companies using Microsoft 365 reportedly lost $15 million to BEC phishing schemes.
Creating a Comprehensive Security Plan
To securely manage immigration-related communication, consider developing a corporate guide specifically for hiring non-U.S. citizens. This plan could outline the required information and steps for each visa type, helping your hiring team know what to expect at each stage. Having this guide in place makes unusual or suspicious email correspondence easier to detect, as everyone involved will know when and why certain information is requested.
Clear Communication of Expectations
Start by setting clear expectations around security protocols for hiring. By informing all relevant staff of the critical deadlines, documentation requirements, and consequences of missing these, you foster a culture of accountability. Simple, consistent communication can go a long way toward protecting private information.
Sharing Responsibility and Increasing Awareness
Relying on a single person to manage all immigration-related correspondence can increase security risks. Instead, create a shared, secure email account (such as work.visa@company-name.com) specifically for handling immigration matters. A shared account allows multiple team members to monitor communication and spot any potentially fraudulent emails.
Avoiding Personal Cloud-Based Storage for Sensitive Information
Although cloud-based tools like Dropbox, Google Drive, and Teams are convenient for general file sharing, they may not be secure enough for storing sensitive immigration documents. These systems are often more vulnerable to cyberattacks than specialized storage solutions. For enhanced security, consider investing in dedicated, secure storage systems tailored to your company’s needs for managing immigration documentation, ensuring these systems meet advanced cybersecurity standards.
By following these guidelines, employers can better protect their employees’ sensitive information, fostering a secure, trustworthy hiring process.
