Don't Let Your Messaging System Be the Source of Sensitive-Data Leaks

Executive Summary:

In most companies, employees have a tool—email—that lets them send information outside the company. Unless you take precautions, that information might include sensitive data. Luckily, Microsoft Exchange Server 2007 has built-in tools and vendors offer third-party products that can detect and act on mail containing sensitive data before the mail is sent. Here is what you need to know before you start using such a tool or product.

Sensitive data that the general public shouldn't see—such as HR data, pricing information, or intellectual property—exists in every business. If your business stores sensitive data electronically and your network is connected to the Internet, there's a chance that sensitive data might cross your firewall because most employees have a tool—email—that lets them send all kinds of information outside the company. Luckily, Microsoft Exchange Server 2007 has a built-in tool—Policy Management, which you can use to create Transport Rules to scan outbound email—and vendors offer third-party products that can detect and act on mail containing sensitive data before the mail is sent. However, before you start using such a tool or product, you need to understand the terminology, understand the ways in which these products work, and understand the importance of the human component. . . .