4 approaches to Securing Documents and Email Attachment Assets

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Capture Store and Access Documents

• There are many methods through which the documents and email attachments can be saved and secured.

• The release of updated version of Connect Xf 3.16 by Mithi, called the Secure Attachment Vault, allows to capture all inbound and outbound attachments into a central secure & reliable storage as an asset respiratory.

• This helps users to freely create and exchange the documents and mails without securing and storing those docs to some safe place.

• Connect Xf 3.16 gives an exciting new feature which allows you to keep a copy of all the attachments sent and received by all or selected users on a central FTP server.

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Connect Xf Release 3.16 – Main Features..

• The security and usability of the system has been improved by providing the forgot pass application, which can be used by end users to reset their own passwords, reducing the burden of the admin of dealing with all the requests for recovering from forgotten passwords.

• This is done while ensuring the following:– The control is transparent to the end users.

– The mail flow to and from end users is not affected.

– The attachments extracted can be regular attachments or can be in the form of links within the mail.

– The attachments of users can be uploaded to a single FTP account under different folders or to each user can be configured to upload to a separate FTP account.

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Approach To Securing The Document Assets: Secure Attachment Vault

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• Using this capability, administrators can ensure that every single attachment sent and received by selected or all users of the system can be automatically uploaded to a central point (typically an FTP server).

• Thus each user can be provided with a secure ftp space, where only the attachments sent and received by the user are deposited.

• Using any simple ftp client, the user can now access all the assets.

• The system has the flexibility to even group the storage of assets across a group of users (departments).

Approach To Securing The Document Assets: End Point Backups

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• Invest and Deploy an End point backup system ensures investing and deploying all the data on all devices and machines that are in use are backed up centrally and automatically.

• In case of any disaster at the end point, the endpoint backup tool allows to retrieve some or all portion of the user’s data, depending upon its capability.

• But the data that has been backed up should include the local mail store of the user (e.g. the PST files in case the user is an MS Outlook user or the mbox files in case the user is a Thunderbird user)

• Endpoint backup method is suitable in most of the cases: All the documents can be secured that have been transported over mails as well as that are stored on the user’s machine even if they were never sent via emails.

Approach To Securing The Document Assets: Email Archival

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• Email archival method can be used by setting the personal archival system in Connect Xf to capture a copy of every mail sent and received by the user in a central mail archival storage.

• This system maintains the data in the archival and allows the user to search for specific mail in case of a disaster on the server or at the end point.

• Mithi Connect Server offers several different configurations for archiving the messages, as explained below:– An archive contains all the mail sent and received by the user.

– It is arranged day wise and happens in ‘real-time’ & not as a scheduled activity.

Approach to Securing Document Assets: SISA Single Instance Storage for Attachments

• To save on bandwidth & server space and to increase the efficiency of mail servers, administrators may configure the Single Instance Storage for Attachments (SISA) feature on Connect Xf server.

• When configured, mail having attachments and larger than or equal to a threshold will be stripped off the attachments.

• Such mail will instead have a link to the original mail on the server which can be accessed by clicking on the link and giving the password.

• SISA helped companies save on the precious resources of storage and bandwidth and also secured the attachments.

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• http://blog.bounceweb.com/wp-content/uploads/2012/06/Data-protection-and-privacy-under-VPS2.jpg

• http://www.altag.net/wp-content/uploads/2014/05/Microsoft-anuncia-falla-de-seguridad-que-afecta-a-las-%C3%BAltimas-versiones-de-Internet-Explorer.jpg

• http://izone-telecom.com/images/email_my_password.jpg

• http://www.managedpay.biz/images/forgot_Password.png

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• http://www.evault.com/wp-content/uploads/2013/06/enpoint-protection-large.png

• http://www.policypatrol.com/assets/emailarchive2.jpg

• http://wikibon.org/w/images/7/79/Email_archive.jpg

Image Credits…

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