Work Scenario
SHIELD Mail is the process of sending and receiving documents via email that occurs during**Utilized to reduce security risks and operational inconveniences in business.**You can do it.
Below are common problem situations that frequently occur in real work environments, and how SHIELD Mail can be utilized in those situations.
External Email Sending Tasks
The task of sending documents outside the organization, such as to external partners, customers, and collaborators, 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 unencrypted attachment is saved as is in the sent mailbox.
- After retransmission, account takeover, and internal abuse, there is a risk of information leakage.
- It is difficult to maintain consistency in security policies as the document processing methods vary depending 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.**While doing so, 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 levels.
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
- The user must directly assess the security level of external documents.
- Risk of documents that do not comply with internal standards being saved 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 importing external documentsAutomatically apply internal document security policiesThis allows for maintaining a security 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·Subsidiary Collaboration Work
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 | Apply different document security policies by group company domain |
| Document Conversion Exchange | Automatic conversion of document security formats to fit the group company's environment |
| Preventing Policy Conflicts | Guaranteeing predictable behavior through the separation of sending and receiving 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 both stable document security and collaboration efficiency even in a group company collaboration environment.
Exception Approval and Control Tasks
Due to the nature of the work, there may be cases where temporary exceptions to security policies are needed.
Key Issues in Work
- It is difficult to handle all work situations with a uniform security policy.
- Difficulty 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 |
|---|---|
| After Approval | Only documents that have gone through the approval process are allowed for external transmission. |
| Conditional Exception Application | Policy exceptions applied to specific users, periods, and targets |
| History Management | Approval and Exception Application History Tracking |
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 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 the email workflow.Utilized in a way that naturally integrates into the workflowYou can do it.