How To Manage Your Company’s Vital Data.

Knowledge and information are an intrinsic part of any organization’s value, relevance and competitive edge. Classified material such as new product ideas, development plans, business strategies and marketing campaigns, are invaluable corporate assets, while public information such as customer bank details and personal records are also extremely valuable. Digital technology and email communications have redefined the way in which such information is stored, recorded and accessed. The electronic flexibility allows for data to be easily shared with colleagues and other relevant third parties at the touch of a button.  However with the benefits also come increased risks of data leakage, hacking and other malicious cyber-attacks.

What are the repercussions of ineffective management of vital data?

Without an effective data management system in place the consequences can be severe. Companies run the risk of exposing invaluable business information which can be disastrous in the hands of competitors. Leakage of confidential public information can also result in fines, legal action, compensation cases and irreparable loss of company reputation. Morrison’s is the latest company to fall victim to a data leakage scandal, confirming an internal breach of confidential information regarding employee salaries and bank account details.

How is this data leaked?

While the flexibility and convenience of modern email is hugely beneficial, the system is also identified as a major part of data leakage cases. Corporate intellectual property, confidential company data and public information are all shared through email correspondence, making it the ideal platform for cyber intruders to target.  To effectively manage vital data and minimize leakage risks, it is crucial to have a competent and proactive email management system in place.

Why is it important to record email information?

In the case of data leakage, recorded email information and metadata can be used to provide valuable evidence regarding who was involved in the security breach, the context in which it occurred, and whether or not the intent was malicious or accidental. The digital paper trails can also be used to uncover any collusion or third party involvement that may have occurred. To ensure the reliability of such information, it is essential that an effective email management system be put in place to protect data against tampering and adjustments. Unlike other email management services, Mimecast’s Email Management solution recognizes that any part of an email may pose a security risk, and consequently examines all aspects of the content for suspicious activity including body text, HTML, headers, subject lines and attachments.

Does it mean compromizing in other areas?

The effective management of email services is essential for any business wanting to protect its vital data. However, this should not suppress productivity or outweigh the overall benefits of having the system in place. An effective email management solution should seamlessly integrate with the current system and offer users a simple and stress-free platform to oversee the management process. Mimecast’s Email Management is a unique cloud-based service that can be seamlessly integrated with Microsoft Exchange to safeguard information against malicious attacks and accidental mistakes, while simultaneously preserving evidence. The use of a single web-based console offers complete control and real-time reactions over all email management policies.

Email has established itself as an integral part of company communications that makes the exchange of vital data easier, faster and more convenient than ever. The key to ensuring confidentiality is to integrate an effective email management service that will pro-actively monitor the exchange of electronic messages, and take all the necessary measures to safeguard this information against cyber threats.

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