The Hidden Cybersecurity Risks of Out of Office Replies.

You're working through your checklist of things to do before you finally log off and head for the airport for that much needed summer break. One of the last things you do before leaving is to set up an Out of Office (OoO) reply. It's courteous, keeps colleagues and clients informed, and helps manage expectations. However, this seemingly innocuous practice can inadvertently expose organisations to significant cybersecurity risks.

Why is it a Problem?

When you include specific details in your OoO reply, such as your return date, you may be providing more information than you realise. Cybercriminals can leverage this data to time their attacks, knowing when you're unavailable and potentially exploiting your absence. This vulnerability isn't just theoretical—there have been numerous instances where bad actors have used such information to their advantage.

Consider this: If someone knows you're out of the office until a specific date, they can plan phishing attacks aimed at your colleagues, pretending to be you, knowing there won't be an immediate verification. The attacker might also target your email account with the expectation that security protocols might be more relaxed in your absence.

The Risk

The primary risk associated with detailed OoO replies is targeted phishing attacks. Phishing, a technique where attackers impersonate a trusted entity to steal sensitive information, becomes more effective when the attacker has specific details. An attacker armed with your exact return date can craft convincing emails, either posing as you or someone else, and exploit the temporary gap in vigilance.

Additionally, sharing your exact whereabouts or duration of absence can lead to physical security risks, particularly for high-profile individuals where your home may also be at risk. It's not just about digital safety; it's about all-round comprehensive security awareness.

Advice for a Secure OoO Reply

So, how do you balance courtesy with security? Here are some practical tips:

1. Avoid Specific Dates: Instead of stating your exact return date, use a general timeframe. For example, "I am currently out of the office and will respond to your message as soon as possible upon my return."
2. Provide Alternative Contacts: Ensure there is a clear point of contact for urgent matters. This keeps business operations smooth and ensures important issues are handled promptly.
3. Be Vague About Reasons: There’s no need to specify if you are on holiday, at a conference, or on a business trip. Simply stating that you are away is sufficient.
4. Regularly Review and Update: Security protocols and risks evolve. Make it a habit to review your OoO messages and other automated replies periodically to ensure they adhere to best security practices.
5. Educate and Train: Ensure your team is aware of these risks and understands the importance of crafting secure OoO messages. Regular training on recognising phishing attempts and other social engineering tactics is crucial.

An example OoO might be:

Thank you for your email. I am currently out of the office and will respond to your message as soon as possible upon my return. If your matter is urgent, please contact [alternative contact person's name] at [alternative contact person's email or phone number].

Thank you for your understanding.

Best wishes

While Out of Office replies are a small part of your overall cybersecurity strategy, they can be a weak link if not handled properly. By being mindful of the information you share, you can protect yourself and your organisation from potential cyber threats. Remember, in cybersecurity, even the smallest detail can make a significant difference.

Stay safe, stay vigilant, and ensure your absence doesn’t become a window of opportunity for cybercriminals, oh, and enjoy your summer break! ??