MessageRights for Compliance and Books & Records Management
Financial transactions often involve sensitive, non-public information. The
MessageRights family of email security and policy management tools provide
enterprises the ability to effectively manage email, including the ability to
restrict distribution of sensitive email.
Designed for large enterprises, MessageRights can force users to
insert labels related to email sensitivity, email retention, and email
distribution. MessageRights can also restrict distribution of messages via safe
recipient lists. Classifying email facilitate enterprises compliance with
regulations such as Sarbanes-Oxley, SEC Rule 17a-4, Rule 204-2, as well as NASD
Rule 2210, 3110 and NYSE Rule 440.
| Compliance Requirement |
MessageRights Capability |
| Retention / Archiving of email |
MessageRights can apply retention labels to email automatically.
Many of the new regulations call for a minimum of 3 years retention of
email. Administrators can set the default Retention Period label
to 3 Years, while allowing users to attach labels indicating lower or
higher periods of retention based on the content of the email. For
instance, users can label non-business related email to indicate a
different retention policy. |
| Indexing / Searching of archived email |
MessageRights allows quick indexing and searching of archived email
based on the assigned classification labels. Labels can be project
based, and as such, all correspondence to a particular project could be
quickly retrieved for any compliance requirement. |
| Controlling distribution of sensitive or
private email. |
Some new financial regulations require the financial industry to
control the distribution of certain types of information. For
example, any information related directly to customer information must
be protected. In addition, information from Corporate Finance /
Investment Banking often should not be distributed to brokers /
investment advisors. MessageRights allows users to assign project labels
to email. Using these labels, message distribution can be
restricted via MessageRights' unique safe recipient list features.
In this way, financial enterprises can build ethical walls to ensure
only those with proper permissions can view sensitive information. |
Via a new toolbar in Outlook & OWA, users select the appropriate classification
labels from the dropdown for their message. The labels once assigned, remain in
the header of the email and cannot be altered by the user. All of the
labels are fully customizable and can be dynamically populated based on group
membership in Microsoft Active Directory. For example, the first level of
classification could indicate relationship to certain projects such as
"Unclassified", "Confidential" or "Internal Use
Only" or "Project SL-1". The second level of classification could
be related to email retention and archiving, such as "Retain for 90
days", "Retain for 3 Years" or "Retain for 6 Years".
Once the proper email retention label is attached to the message, administrators
can establish procedures to properly retain email for compliance. Smart labeling
by the end-user ensures that important corporate email will be retained, and
that unimportant emails for personal meetings, social occasions etc. will not
use valuable corporate archiving resources.
For customers using Microsoft Rights
Management Services, MessageRights allows administrators to associate
classification levels with enforceable rights management policy. These
policies can restrict the distribution, printing or retention of email. For
instance, Microsoft Rights Management Services could automatically expire emails
after a defined number of days.
Titus Labs MessageRights works with the Outlook 2003 platform
© 2005 Titus
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