Email Security 101: What Every Insurance Agency Needs to Know

Guest blog by Archway Computer

Guest blogs are written by contributors outside of HawkSoft. The participants' views are entirely their own and may not reflect the views of HawkSoft.

In today’s digital world, independent insurance agencies are under constant threat from cybercriminals. With client data, policy documents, and financial information flowing through email every day, your inbox is more than just a communication tool — it’s a prime target.

At Archway Computer, we support over 400 insurance agencies across the country with IT services, security, and compliance. Here’s what every agency should know about email security, and what you can do right now to stay protected.

Why insurance agencies are prime targets

Agencies often juggle multiple systems holding sensitive data — management platforms, email, quoting tools, CRM software — making them a high-value, complex target. Cybercriminals know:

• Agencies have access to personal and financial data
• Many use outdated systems or lax security
• One compromised account can lead to a major breach

The top email security threats facing agencies

MFA and strong passwords are your first line of defense

Enabling Multi-Factor Authentication (MFA) is one of the simplest, most effective ways to protect your email accounts. It requires a second verification step — like a code sent to your phone — so even if a password is compromised, access is blocked.

Best practices for agency email security:

• Use MFA on all accounts (email, AMS, CRM, etc.)
• Require strong passwords (at least 12 characters with symbols)
• Rotate passwords every 90 days
• Never reuse passwords across platforms
  
  

How to spot (and stop) a phishing scam

If an email feels even slightly off, don’t click. Train your team to look for:

• Typos or strange grammar
• Urgent, unexpected requests (especially involving money)
• Links that don’t match the sender’s domain
• Unusual file attachments

When in doubt, call the sender directly using a verified number — not the one in the suspicious email.

Best practices for protecting client data

Independent insurance agencies are data-rich environments — and cybercriminals know it. To keep client information secure:

• Encrypt sensitive emails and documents
• Limit data access based on job roles
• Back up data daily and store it securely
• Conduct regular cybersecurity training for your team
• Work with IT providers that understand compliance in your industry
  
  
  

Get help from security experts

Independent agents shouldn’t have to be security experts. If your agency doesn’t know where to start or needs help maintaining strong digital security in a constantly changing landscape, consider working with a managed IT company. At Archway, we work closely with HawkSoft agencies to secure their digital environment. From setting up MFA and securing email domains, to managing help desk requests and maintaining compliance with state cyber regulations, we serve as your dedicated IT department — without the overhead.

We know insurance. Our team helps ensure your tech stack is both secure and efficient so you can focus on what matters most: serving your clients.