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Knowledgebase: Compliance Products
Email Encryption & Data Loss Prevention (DLP)
Posted by Dan Shelton, Last modified by Dan Shelton on Jun 14 2019 11:53 AM

Depending upon your firm's Data Loss Prevention policies, certain data must be encrypted when sent via email.   Usually this data is defined as Personally identifiable information (PII) and may include things like social security numbers, patient information and other sensitive data.

Encrypting Email

If your firm has encryption enabled, you can select to send your email content in an encrypted fashion.   There are two ways you can encrypt your data with MailShield DLP Encryption.

1) You can click the Send Securely button from your new email tool bar (#1 in image below)

2) OR you may use your firms encryption word to encrypt as well. In this example (#2 in image above) this firms encryption word is SECURE.  This means any email with SECURE in the subject line will be encrypted when sent.  It is a convenient way to encrypt email when sending email from other than Outlook - like on mobile device.  When sent, your firms encryption word will be removed from the subject line before sending- the other content in the subject line will be sent.  Note that your firm's word may differ from this example. 

About Data Loss Prevention

Data Loss Prevention (DLP) is an important tool in the protection of your firm that evaluates all outgoing email from your firm’s accounts and looks for numerical patterns or terms that you have identified as protected data. To create
your firm’s policy please complete the attached form. The policy will apply to all users within your firm’s domain.  DLP is included with ProCirrus' encryption product but not required as part of using Encryption.  

When a protected word is detected the email will be intercepted and one of the following actions will occur depending upon your firms policy:

1) The will automatically be encrypted and sent
2) The email will be quarantined and an alert email will be sent.

Please see the attached form for the types of information you may target.  Additional custom policies and dictionaries are an option should your policy require.

Please reach out to support if you would like to enable a DLP policy for you firm.  

 MailShield DLP Policy Form.pdf (123.67 KB)

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