How do you manage the TLS lifecycle and update your email policies accordingly?

1 Check your TLS version and configuration

The first step is to check what version of TLS you are using and how it is configured on your email servers and clients. You should always use the latest version of TLS, which is currently TLS 1.3, as it offers the best security and speed. You should also avoid using outdated or insecure versions of TLS, such as TLS 1.0 or 1.1, or SSL, which are vulnerable to attacks. You can use online tools, such as SSL Labs or CheckTLS, to test your TLS version and configuration and identify any issues or weaknesses.

2 Monitor your TLS certificates and renewals

The second step is to monitor your TLS certificates and renewals. TLS certificates are digital documents that verify the identity and authenticity of your email servers and clients. They have an expiration date, usually between one and three years, after which they become invalid and trigger warnings or errors. You should keep track of your TLS certificates and renew them before they expire to avoid any disruption or loss of trust in your email communication. You can use tools, such as Certbot or Let's Encrypt, to automate the process of obtaining and renewing free and secure TLS certificates.

3 Update your email policies and standards

The third step is to update your email policies and standards to reflect your TLS usage and expectations. Email policies and standards are rules and guidelines that define how you send and receive email, such as what content, format, and attachments are allowed, what security measures are required, and how to handle spam, phishing, and other threats. You should update your email policies and standards to specify that you use TLS for all your email communication, that you only accept email from servers that support TLS, and that you reject or quarantine email that fails TLS validation. You should also communicate your email policies and standards to your email users and partners and educate them on the benefits and best practices of using TLS.

4 Audit your email traffic and performance

The fourth step is to audit your email traffic and performance to measure the effectiveness and efficiency of your TLS implementation. You should collect and analyze data on your email volume, delivery, bounce, open, click, and response rates, as well as your email latency, bandwidth, and errors. You should also monitor your email security indicators, such as your domain reputation, authentication status, encryption level, and compliance score. You should use tools, such as Google Postmaster Tools or Microsoft 365 Message Center, to access and visualize your email data and metrics and identify any trends or issues.

5 Troubleshoot your email issues and errors

The fifth step is to troubleshoot your email issues and errors that may arise from your TLS usage or configuration. You may encounter problems such as email delivery failures, delays, rejections, or warnings, or email content corruption, alteration, or loss. You may also face challenges such as email compatibility, interoperability, or scalability issues, or email policy conflicts or violations. You should use tools, such as MX Toolbox or DNS Checker, to diagnose and resolve your email issues and errors and ensure your email functionality and quality.

6 Review your email feedback and reports

The sixth step is to review your email feedback and reports that you receive from your email users and partners. You should solicit and evaluate feedback on your email security, reliability, and user experience, such as how easy, fast, and convenient it is to send and receive email with TLS, how confident and satisfied they are with your email communication, and how they handle any email issues or errors they encounter. You should also review your email reports that you receive from your email service providers or third-party organizations, such as your bounce reports, spam reports, abuse reports, or DMARC reports. You should use the feedback and reports to improve your email performance and security and adjust your TLS lifecycle and policies accordingly.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?