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The 7 Deadly Sins of Email & How you can Protect against them

Reducing Costly Compliance Liabilities by Automating the Delivery, Acceptance & Auditing of Corporate Policies

The 5 Critical Stages: Best Practices for Delivering Corporate Policies

Why Most Acceptable Use Policies Fail and how to rectify this

Email Archiving LifeCycle Checklist: the questions to ask before committing to an Email Archiving solution

Why today's Email Archiving Solutions alone are unable to meet your E-Discovery needs

The Challenge of Managing PST Files - do I Eliminate Them or Live With Them?

Applying User Classification to Manage Email Security & Retention in the Enterprise

Enforcing Corporate Compliance Policies in Your Lotus Notes & Microsoft Exchange Email

Reducing the time to restore Microsoft Exchange Email from edb backups

Email Discovery from existing Lotus Notes & Microsoft Exchange mailboxes

Content scanners deployed at email gateways can take action based on the label(s). For example, a content scanner could stop all email labeled "Company Confidential" from leaving the internal network. Classification labels can also be used to create "Ethical walls" limiting the distribution of email to those that have the right to know. Some content scanners also incorporate the ability to encrypt email.  Using these products in combination with Message Classification it is possible to encrypt all outgoing email above a certain classification label e.g. "Secret".

The classification or "label" can describe a ranked level such as "Unclassified", "Internal Use Only", "Secret" or "Restricted". The classification can also be action-based; describing what kind of actions should be taken based on labels such as "Retain 30 days", "Retain 90 days", "Archive". Or to assign a project name. This ability to use Outlook to classify or label e-mail can have several important applications, for example:

• can be used in a sensitive or secure environment. The user can indicate the classification of the email (such as Secret, Top Secret, Company Confidential, etc) and it is then reflected in the email message body. These labels are completely customizable and can be change to suit your environment.   For instance, the list of labels could be changed to Internal Use Only, Confidential, Restricted etc. The label is inserted in the message header where it cannot be modified by other others, and can be verified by outgoing gateways or content scanners, where distribution can be restricted.
• can be used for email retention or archiving. In situations where enterprises are required by law to archive certain messages, such as the new compliance legislation in the financial industry, users could use Message Classification to label their email for retention.  Possible labels could include "Retain 90 days", "Archive" or "Client Confidential" etc.
• can be used in environments requiring multi-level classification such as military or intelligence environments. Multi level classification is often used in military messaging environments. The second level of classification can be used to indicate the associated project, caveat or file.
• can generate policy based disclaimers or signatures at the end of email messages based on a classification. For example if the "Confidential" label was selected the Message Classification software could automatically insert disclaimer text such as:
  "The information transmitted is intended only for the person or entity to which it is addressed and may contain confidential and/or privileged material. Any review, retransmission, dissemination or other use of, or taking of any action in reliance upon, this information by persons or entities other than the intended recipient is prohibited. If you received this in error, please contact the sender and delete the material from any computer."

© 2010 Titus