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» View the Filtering Demo (.wmv)
As email has become the dominant business communication tool, many rules and regulations have been created to govern email content and usage. Specific laws govern email communications in several industries including financial services and healthcare. The Gramm-Leach-Bliley Act, SEC Rule 17a-4, NASD Rules 3010 and 3110, and the Health Insurance Portability and Accountability Act (HIPAA) all contain provisions for maintaining security, privacy and non-disclosure in email communications. Even when there is no regulatory concern, policy enforcement of inbound and outbound communication makes good business sense, as a corporation's most important asset is its intellectual property.
As part of our integrated approach to message security, customers use our Policy Enforcement service to automatically monitor outbound and inbound email, stopping sensitive and inappropriate messages from leaving and entering the corporate network. This service allows Administrators to define custom policy rules that flag messages for one or more of the following attributes:
- Words and phrases in the subject and body
- Message size
- Attachment types
- Number of recipients
- Sender and recipient addresses
- IP address or domain name
Administrators define and edit attribute and policy rules using an easy-to-use, Web-based Rule Writer in the Admin Center, where they specify the type of rule and message rule parameters. They can also indicate when a rule is to expire, if at all.
Policy Enforcement can also be an important and effective weapon against viruses by filtering specific kinds of attachments and email based on known virus characteristics. For example, by allowing select access to executable content by small user populations, a company can eliminate risk for 98 percent of its users.
Message Handling
Administrators have multiple options for handling email that is flagged by a policy rule. Should a message be flagged by a rule, options for handling that message include:
- Reject message
- Allow message
- Quarantine message for review
- Redirect message to an alternate recipient or mailbox
- Deliver message with BCC
- Encrypt message (requires FrontBridge Secure Email)
Once policy rules have been put into effect, rejected email is returned to the sender and tallied in the Rejection Report. If Administrators choose to quarantine messages for review, we provide the option to let either users or Administrators review and release quarantined items at their discretion. Further, Administrators can use the Admin Center Policy Rule Writer to set up separate custom bounce messages for the sender, recipient, and Administrator.
- Policy adherence - Ensures compliance with written corporate policies for the dissemination of sensitive information and data.
- Regulatory compliance - Outbound policy enforcement helps companies comply with specific laws and regulations such as HIPAA and The Gramm-Leach-Bliley Act.
- Content control - Allow companies to monitor and enforce what type of content is appropriate for corporate messaging usage.
- Liability reduction - Corporate liability is reduced as policy filters help guard against the distribution of information that can result in legal liability.
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