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- Removing confidential information
CodeTwo Exchange Rules Pro
Removing confidential information
Protecting your company's confidential info is absolutely and strategically vital nowadays when sensitive data is stolen or inadvertently exposed every day in hundreds of corporations all around the world. Sending financial details or personal workers' info in emails happens on a daily basis and the great majority of people is not aware how this can be used against them or their companies sooner or later. Even sending sensitive information only to trusted addressees might eventually lead to revealing it to other people since you never know what happens with your email right after you hit a send button.
It's best to think twice before you send anything or let someone else think for you before you write too much in an email. CodeTwo Exchange Rules Pro can be set up to scan all or selected messages going via Exchange Server, and remove or mask sensitive content. Which content is treated as sensitive in your company then? It depends on you and your company. You can create your own set of forbidden vocabulary and character strings or you may select predefined categories in the program, e.g. Finance [Banking / Accounting], Credit Cards and/or Personal Identifiers.
CodeTwo Exchange Rules Pro will scan and match them with existing categories. If any email contains a certain number of phrases belonging to one of those categories, the contents will be modified so that nothing sensitive leaks out of the premises of your company. To remove confidential content from emails travelling through Exchange Server, you simply need to create a new rule in CodeTwo Exchange Rules Pro, go to the Actions Tab and add Remove sensitive content action from the List of actions. Afterwards, you need to select categories which you believe will best suit your needs.
You can also set up Remove Content Options which will let you decide whether the program should remove forbidden phrases, replace them with the first letter and asterisks (e.g. a******, 5******) or replace them with a custom phrase (e.g. [confidential-content]. Please note! You can also create your own categories and/or edit existing ones; you can add new, modify or delete phrases belonging to category containers. This means you gain effective protection against confidential data leakage.
You will also need to configure the Conditions Tab to select which messages are to be scanned by the sensitive content filter.
