Business Scenario
SHIELD Mail is a process that occurs during the sending and receiving of documents via email.**Used to reduce security risks and operational inconveniences in business.**You can do it.
Below are common problem situations that frequently occur in actual work environments, along with explanations of how to utilize SHIELD Mail in those situations.
External Email Sending Tasks
The task of sending documents to external parties such as external collaborators, customers, and partners is an area where security and work efficiency often conflict the most.
Key Issues in Work
- The situation of needing to disable document security for external sending is recurring.
- After sending the emailThe unblocked attachments are saved as they are in the sent mailbox.
- There is a risk of information leakage in case of retransmission, account takeover, or internal misuse.
- Difficulty in maintaining consistency in security policies due to varying document processing methods based on user judgment.
How to Use SHIELD Mail
| Application Method | Description |
|---|---|
| Document Conversion Sender | Convert the DRM document to a Microsoft AIP document and deliver it in a format that external recipients can view. |
| Decryption Sender | Convert encrypted documents to regular documents for use in external collaboration. |
| Original Retention Sender | Send the original document as is according to internal policy. |
| Call Blocking | Block external transmission of highly classified documents |
Main Effects
Document sending process for external collaboration**Automatically control to ensure that no unprotected attachments remain in the sent items.**At the same time, you can maintain the workflow without approval or manual processing.
This prevents the indiscriminate distribution of security release documents during external collaboration and ensures both work efficiency and security level.
External Mail Reception Tasks
Emails and attachments received from external sources are likely to conflict with the organization's internal document security policies.
Key Issues in Work
- Users must assess the security level of external documents themselves.
- Risk of documents that do not meet internal standards being stored and shared as is
- Possibility of security incidents due to user errors
- Inconsistent security control standards for external document inflow
How to Use SHIELD Mail
| Application Method | Description |
|---|---|
| Document Conversion Reception | Convert documents received from external sources to comply with internal DRM or AIP policies. |
| Strengthening Security Policies | Access restrictions for documents that do not meet internal standards |
| Remove attached document | Remove Attachments When Receiving Policy Violation Documents |
| Blocking Reception | Blocking Receipt of Emails that Violate Security Policies |
Main Effects
When external documents are importedAutomatically Apply Internal Document Security PolicyThis allows for maintaining a secure environment that does not rely on user judgment or mistakes.
This can reduce the influx of documents that conflict with internal security standards and prevent security incidents caused by external documents.
Group Company and Affiliated Company Collaboration Tasks
In group companies and subsidiaries, it is common to have different document security systems (DRM, AIP) mixed together.
Key Issues in Work
- Due to different document security environments for each group company, document access is not possible.
- Need for repetitive transformation and retransmission for the same document.
- Increase in Exception Handling Due to Policy Conflicts
- Unnecessary manual work occurs during the document exchange process.
How to Use SHIELD Mail
| Application Method | Description |
|---|---|
| Domain-based policy | Applying Different Document Security Policies by Group Company Domain |
| Document Conversion Exchange | Automatic conversion of document security formats to suit group company environments |
| Preventing Policy Conflicts | Guaranteeing Predictable Behavior through Separation of Send/Receive Policies |
Main Effects
Document exchange between group companiesMaintain a consistent document security policy without separate manual workcan reduce exception handling due to policy conflicts and repetitive tasks.
Through this, it is possible to secure stable document security and collaboration efficiency even in a group company collaboration environment.
Exception Approval and Control Tasks
There may be cases where temporary exceptions to security policies are needed due to the nature of the work.
Key Issues in Work
- It is difficult to handle all work situations with a uniform security policy.
- Challenges in Managing Security Control History When Exceptions Are Allowed
- The approval process is complicated, causing delays in work.
- Insufficient supporting documents during post-audit
How to Use SHIELD Mail
| Application Method | Description |
|---|---|
| Sending After Approval | Only documents that have gone through the approval process are allowed for external transmission. |
| Conditional Exception Application | Applying policy exceptions for specific users, periods, and targets |
| Version Control | Tracking Approval and Exception Application History |
Main Effects
You can maintain the consistency of security policies while flexibly handling exceptions based on the nature of the work.
Approval and exception application history is managed together, allowing for the maintenance of business continuity while enabling post-audit and security controls.
Summary
SHIELD Mail is designed to reduce the security inconveniences and risks that occur repeatedly during email operations.**Utilized in a way that naturally integrates into the workflow.**You can do it.