As more businesses are bought and merged, it’s more important than ever to pay attention to email accounts for all the entities involved. We’re finding “sleeper agents” hiding in neglected accounts, and they’re waking up to bite hard.

In a recent case, a client bought a business a few years ago and set up a number of special email accounts to help manage the transition and keep tabs on things going forward. The only problem is that going forward, they did not monitor those emails – and the account – so they didn’t realize their system was compromised.

They did notice irregular financial dealings in a bank account, and they went to the bank to change the account and the associated online password. But the person who had infiltrated their system still had access to all the email notifications, rendering each system fix ineffective. It took some heart-to-heart conversations with our client to get to the root of the problem and then fix it.

We needed strong passwords on every online and email account they had, but with a mole inside the system, that wasn’t enough. There are two more steps you need to take to tighten your system.

The first step is to set up two-factor authentication (2FA) for every account. Yes, it is a pain to wait to complete a secondary step, but it works. We find a text connected to a cell phone is effective because whoever is accessing the account has the cell phone nearby, and you know the verification code is going to the right person. The chances of the text message being intercepted are extremely remote.

The second step is to manage your email more effectively – and that calls for more than just checking it frequently. Whether it’s at the office or home, many email accounts have – or can have – a secondary email associated with each account. Please don’t leave it blank. That’s the door a hacker uses to get in. When you change the password, go into the profile for the user and reset or start using the secondary email account. At the same time, reset the rules for managing each account. The hackers had email forwarded to an account they could monitor, which let them stay up to date on all the changes our client made.

For both online and email accounts, you need to check each user’s profile information regularly. That’s where we can help. We can check or tell you where to look to see if anyone has electronically “jimmied” open a window to your system and help you take more protective measures. As businesses and consumers, we depend more and more on electronic payment systems to pay our bills and have our invoices paid accurately and on a timely basis.

Call us – 973-433-6676 – or email us to talk about your concerns and to schedule an assessment and a remediation plan – if needed. It’s your money, and if a scammer gets it, you likely will never get it back.