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What is HDE Email DLP?

What is HDE Email DLP and why do we need it?

HDE Email DLP is one of the our services to provide a comprehensive and secured solution for our users to perform Email Suspension, Data Loss Prevention, Sending Approval, and Password Protected Zip File Encryption. These features are able to ensure that the communication carried by the staff in a company via emails is secured by ensuring the emails sent are going through filters and reviews by sender and approver. The result is that all approved sent mails are completely free of confidential data to prevent data loss and leakage.  

1) Email Suspension 

suspends the sent emails within a customisable period of time to allow the sender to review and correct any mistake when necessary and reaffirm that the content of the email is properly written before finalising the sending process.

  • Fully Customisable Suspension Rule - System admin could configure the rules depending on the requirement of the organisation.  
  • Default Suspension Rules - By default, the system has a set of default suspension rules that will suspend sent mails that meet certain conditions. For an example of a default rule, all sent mails are to be suspended for 5 minutes. Also, you could customise them to fit your requirements.
  • Suspension Messages - After clicking the send button, the sent email will be suspended and you will be able to find it in the suspended messages in Email DLP User Console. You can now decide to Send, Discard or wait for the email to be sent automatically after the suspension time period is due. 
  • Search Suspension History - Most recent 100 suspended emails can be searched in the suspension history.
  • Suspension Notification - The admin could configure the system to send a notification email to remind the mail sender that the sent mail is being suspended.

For more detailed information about how to configure the settings, please refer to this link:
Search History Guide
 

2) Data Loss Prevention 

defines filters to prevent the emails that are potentially containing confidential data to be sent to the recipients. Such confidential data are credit card no., phone no., specific keyword, and email address.

  • Mail Group - A Mail Group consists of a list of specific email addresses that can be used to assigned to a specific filter
  • Rule Group - A Rule Group consists of one or more rules that can be used to assigned to a specific filter
  • Rule - A Rule has multiple elements such as Action, Notification and Rule Condition
  • Action - An Action is the system's response if the sent mails meet the Rule Condition defined. The Action can be to Send the email, to Discard the email, to Request for Approval to send the email or to Suspense the email Temporarily.
  • Notification - A Notification mail is to be sent to an individual if the sent mails meet the Rule Condition defined. The Rule can be configured to send Notification mail to Sender, ApproverAdministrator, any two of them, all of them or none of them.
  • Rule Condition - A Rule Condition can be configured to allow the Rule to apply to "Match all messages", "Match all the following (AND)", "Match any of the following (OR)" and "Match messages that cannot be analysed". For "AND" and "OR", specific rule can be configured to scan for potential confidential data such as credit card no., specific keyword, and regular expression to ensure that the email is suspended or discarded.
  • Filter - A Filter consists of elements such as Priority, Sender, Recipient, and Rule Group
  • Sender and Recipient - A specific Mail Group shall be assigned to both Sender and Recipient or if it is not applicable to select a specific Mail Group, "All" can be assigned to include mails from all email address.

For more detailed information about how to configure the settings, please refer to this link:
Data Loss Prevention Settings 

3) Sending Approval 

defines rules to ensure emails sent by certain senders or containing specific information require the approval of an authorised approver to complete the sending process.

  • Approver - An Approver is in charge of allowing suspended mails to be sent to the intended receiver after reassuring the contents of the suspended mails are free of confidential data.
  • Pending Approval Messages - If a sent mail is meeting the condition of a rule and the rule is defined to have an approver to review the mails before finalising the sending process, the approver will be able to find the suspended mails that are pending the approver's approval.

For more detailed information about how to configure the settings, please refer to this link:
Sending Approval Settings
 

4) Password Protected Zip File Encryption 

- enables users to safely transfer files as attachment by converting the attachments into Password Protected Zip Files

  • Automatic Zip Conversion - Whenever a file is attached onto an email by the email sender, it will be converted into a Password Protected Zip File during the sending process.
  • Password Protected - After the mail with attachment has been sent, the sender will receive an email from the system that is containing the unique password that is required in order to open the Password Protected Zip File.
  • Fully Customisable Policy - The system administrator could configure the policy to apply Zip Conversion to specific only mail groups, the password to be sent to sender or receiver or when the sent mail meet certain conditions.

For more detailed information about how to configure the settings, please refer to this link:
Password Protected Zip File Encryption Settings

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