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Aboutlist groups

Alistgroupcontainsmultiplesinglelistsofthesamecontenttype.Forexample,

youmightwanttocreatealistgroupthatcombinesthelistsofprofanitiesforEnglish,

FrenchandGermanintoonemasterlist.

Youuselistgroupsinyourpoliciesinthesamewaythatyouuseasinglelist.

Asinglelistcancontainupto2000items.Thereisnorestrictiononthenumberof

singleliststhatyoucanincludeinalistgroup.Thismeansthatyourlistgroupcan

containmanythousandsofitems.

Alistgroupcanincludemanagedlistsandcustomlists.Alistgroupisautomatically

updatedwhenanyofthesingleliststhatitincludesischanged.

Note:Alistgroupisaconvenientwayofmanagingmultiplelistsofthesamecontent

type.However,tousemorethanonelistinapolicy,youdonothavetocreatea

listgroup.Whenyoucreatethepolicy,youcanspecifymorethanonelistinyour

policycondition.

Including and excluding items in a listgroup

YoucanspecifywhethertoIncludeorExcludelistsfromatlistgroup.

Generally,youuseIncludelists,whereyoucombinemultiplelistsforconvenience

andeaseofmanagement.Forexample,youmighthaveseparatelistsofprofanities

inEnglish,French,Germanandsoon,andyoumightincludealltheselistsinone

listgroup.Youcanthenusethesinglelistgroupinyourpolicies.

Insomesituations,youmightwanttohavebothIncludeandExcludelistsinalist

group.Weprovideanumberofmanagedlists,andweperiodicallyupdatethem

withnewitems.Youcantakeadvantageofthisservice,butyoumaywanttoexclude

someitemsfromthelist.Forexample,supposingyouwanttouseourmanaged

listsofprofanitiesinyourpolicies,buttherearesomeitemsthatyoudonotwant

toflagassensitive.Toachievethis,dothefollowing:

■

Reviewthemanagedlistsofprofanitiesandnotetheitemsthatyoudonotview

assensitive.

■

Createacustomlistthatincludesthenon-sensitiveitems.

■

CreatealistgroupandselectthemanagedlistsasIncludelists.

■

SelectyourcustomlistasanExcludelist.

Workingwithcustomandmanagedlists

Aboutlistgroups

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Whenthesystemevaluatesthelist,theitemsthatareontheExcludecustomlist

butalsoontheIncludemanagedlistareexcludedfromthelistofitemsthatyour

contentischeckedfor.

Creating a listgroup

Alistgroupcontainsmultiplesinglelistsofthesamecontenttype.Forexample,

youmightwanttocreatealistgroupthatcombinesthesinglelistsofprofanitiesfor

English,FrenchandGermanintoonemasterlist.

Tocreatealistgroup

SelectServices>DataProtection>Lists.

ClickNewListGroup.

Typeanameandadescriptionforthelistgroup.

Completethefollowing:

Dooneofthefollowing:

■

Chooseastandardindustrycategory,suchasEducationalor

Healthcare.

■

SelectNone,ifyoudonotwanttomatchacategorywiththe

listgroup.

Category

■

Theliststhatarepartofthelistgroup,orareexcludedfromalistgroup.

Youcannotchangethecontenttypeofalistgroup.

ClickSave.

Deleting a list group

YoucannotdeletealistgroupthatisusedinaDataProtectionpolicy.Lookinthe

ActivecolumnontheListspagetoseeifalistgroupisusedinapolicy.

Todeletealistgroup

SelectServices>DataProtection>Lists.

Selectthecheckboxnexttothelistgroupthatyouwanttodelete.Youcannot

filtertheListspagetoshowonlytheavailablelistgroups.Foralistgroup,the

ListtypecolumndisplaysGroup.

ClicktheDeletelinkbelowtheCustomListsheading.

ClickDeletetoconfirm.

Workingwithcustomandmanagedlists

Editingalistgroup

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Aboutcontenttypes and lists

Alistisalistofitemsofaparticularcontenttypethatyouuseinyourpolicies.You

cannotmixcontenttypesinalist,andyoucannotgrouptogetherlistsofdifferent

contenttypes.

Thefollowingcontenttypesareavailable:

Table4-3

ContenttypesandLists

Description

Contenttype

Useregularexpressionstosearchcontentforapatternthatmay

indicatethatyourusersaredistributingaparticulartypeof

information.Forexample,youmightcreatearegularexpression

todetectcreditcardnumbers.Ifthreeormoresuspectedcredit

cardnumbersarefound,youcantakeaction,basedonyourpolicy

forhandlingDataProtectionincidents.

Allmanagedregularexpressionlistscontainoneregularexpression.

Whileitispossibletoincludemultipleexpressionsinalist,we

recommendthatyoukeeptooneregularexpressionperlist.The

useofregularexpressionscanbecomplicated,anditisbetterto

nameanddescribethepurposeofasingleregularexpression.To

usemultipleregularexpressionsinyourpolicies,dooneofthe

following:

■

Createalistgroupwithmorethanoneregularexpressionlists

inthegroup

■

Selectmorethanoneregularexpressionlists,whenyouadd

theContentRegularExpressionListconditiontoapolicy.

Regularexpressions

Aboutglobal and domain level lists

InEmailDataProtectionyoucancreatecustomlistsforalldomains-agloballist

-orforaspecificdomain.Ifyourroleistoadministeraspecificdomain,youcan

createlistsforthatdomain.Youcancopyalistfromthegloballistofdomainsto

thedomainthatyouareresponsiblefor.Whenyouareresponsibleforasingle

domain,youcannotcreatealistforusewithalldomains.

TheApplyto:drop-downlistatthetopofthepageenablesyoutodothefollowing:

■

FiltertheListspagetoshowthecustomliststhatapplytoalldomainsoronly

thosethatapplytoaspecificdomain

■

Selectthedomainthatyouwantanewlisttoapplyto.Choosetherequired

domain,andclickNewListorNewListGroup.

Workingwithcustomandmanagedlists

Aboutcontenttypesandlists

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Note:Themanagedliststhatweprovideareavailableforalldomainsandare

unaffectedbyanyselectionyoumakefromtheApplyto:drop-downlist.

Migrating lists fromEmail ContentControl to Email

Data Protection

TheEmailDataProtectionserviceisanenhancedversionofEmailContentControl.

Itoffersgreaterflexibilityinthewaythatconditionscanbecombined.Italsooffers

standardpolicytemplatesthataddressspecificregulatoryrequirements.

IfyouareanexistingEmailContentControlcustomer,wewillcontactyoutoarrange

foryoutomigratetoEmailDataProtection.Yourexistingruleswillbecopiedover

toEmailDataProtection.TheconversionofEmailContentControlrulestoEmail

DataProtectionmeansthefollowingwithregardtolistsandlistmanagement.

■

InEmailContentControl,therearekeywordlistsandtemplates.Thetemplates

areregularexpressions.TheContentControlregularexpressiontemplatesare

convertedtolistsinEmailDataProtection.InEmailDataProtection,theContent

Controlregularexpressiontemplatesareconvertedtoregularexpressions.All

theregularexpressionsthatyoucanuseinEmailContentControlarealso

availableinEmailDataProtection.

■

IntheEmailContentControlservice,youcanchooseatemplatethatincludes

multipleregularexpressionsandthenselectoneormoreregularexpressions

toincludeintherule.

■

InEmailDataProtectioneachlistcontainsoneregularexpression.Tocreatea

combinationofregularexpressionlists,createalistgroupthatcontainsthe

regularexpressionliststhatyourequire.Youcanthenusethelistgroupinyour

policies.

■

IfyouhaveEmailContentControlrulesthatarebasedonmultipleregular

expressionsandyoumovetoEmailDataProtection,eachregularexpression

appearsasaseparatemanagedlistintheListspage.

ThefollowingtableisasummaryoftheterminologythatrelatestolistsinEmail

ContentControl,withtheequivalenttermsinEmailDataProtection.

Workingwithcustomandmanagedlists

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Table4-4

ComparisonoflistterminologyinEmailContentControlandEmail

DataProtection

Comments

EmailData

Protection

EmailContent

Control

InEmailContentControl,youcreateordinarylists

ofvarioustypes,suchasdomains,MIMEtypes

andso.on.Youcanuseordinarylistsinyour

ContentControlrules,oryoucancreateacustom

listbasedonanordinarylist.

InEmailDataProtection,youcreatecustomlists

ofvarioustypes,suchasdomains,MIMEtypes

andsoon.Youusecustomlistsinyourpolicies.

CustomList

OrdinaryList

InEmailContentControl,youcreateasuperlistto

combinemultiplelistsofthesametype.

InEmailDataProtection,youcancombinemultiple

customlistsofthesametypeintoalistgroup.

ListGroup

Superlist

InEmailContentControl,anemailtemplate

containsoneormoreregularexpressionsthatare

usedtodetectspecificpatternsinanemail's

content.InEmailDataProtectioneachregular

expressioninanemailtemplateisconvertedtoa

managedlist,withacontenttypeofregular

expression.

Youcanusemanagedlistsinyourpolicies,oryou

cancopyamanagedlistandmodifyittomeetyour

requirements.Themanagedlistthenbecomesa

customlist.

ManagedList

EmailTemplate

InEmailContentControlthelisttypeofalistcan

beMIME,filename,domainname,emailcontent,

orURL.InEmailDataProtectionthisisknownas

theContentType.

InEmailDataProtection,thetypeofalististhe

contenttype-MIMEtype,domain,keyword,and

soon.

ContentType

ListType

InEmailContentControl,whenyoucreatealist

ofwordsorphrases,youcreatealistwithalist

typeofEmailContent.

InEmailDataProtection,tocreatealistofwords

andphrasestouseinapolicy,youcreatealist

withacontenttypeofKeywords.

KeywordList

EmailContent

Workingwithcustomandmanagedlists

MigratinglistsfromEmailContentControltoEmailDataProtection

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Creating and managing

policies

Thischapterincludesthefollowingtopics:

■

AboutpoliciesandEmailDataProtection

■

Aboutpolicytemplates

■

AboutactionsandEmailDataProtection

■

AboutconditionsandEmailDataProtection

■

CreatinganEmailDataProtectionpolicy-processoverview

■

Editingapolicy

■

Deletingapolicy

■

Managingthepolicylist

■

AddinganAttachmentFilenameListconditiontoapolicy

■

AddinganAttachmentisPasswordProtectedconditiontoapolicy

■

AddinganAttachmentisSpoofedconditiontoapolicy

■

AddinganAttachmentMIMETypeListconditiontoapolicy

■

AddinganAttachmentSizeconditiontoapolicy

■

AddinganAttachmentNumberconditiontoapolicy

■

AddingaContentKeywordListconditiontoapolicy

■

AddingaContentRegularExpressionListconditiontoapolicy

Chapter

■

AddingaContentURLListconditiontoapolicy

■

AddinganEmailImportanceconditiontoapolicy

■

AddinganEmailisEncryptedconditiontoapolicy

■

AddinganEmailMIMETypeconditiontoapolicy

■

AddinganEmailSizeconditiontoapolicy

■

AddingaMatchAllconditiontoapolicy

■

AddingaRecipientDomainListconditiontoapolicy

■

AddingaRecipientGroupconditiontoapolicy

■

AddingaSenderDomainListconditiontoapolicy

■

AddingaSenderGroupconditiontoapolicy

■

AddingaTimeIntervalconditiontoapolicy

Aboutpolicies and Email Data Protection

TheEmailDataProtectionserviceenablesyoutocontrolyourinboundandyour

outboundemail.Youdefinepoliciestofilteremailaccordingtowhosentit,whoit

wassentto,whatitcontained,andsoon.Apolicycomprisesthefollowing

components:

Apolicymustcontainatleastonerule.Arulecontainsoneormore

conditionsandyoucanspecifythatallconditionsintherulemustbe

metorany.

Rules

Conditionsaretheteststhatyouwanttoapplytoyourcontent.For

example,youmaywanttocheckwhethermorethanthreeuniquecredit

cardnumbersareinanemail.Otherconditionscheckforfile

attachmentsthatareaboveacertainsize,orforspecifiedMIMEtypes.

Conditions

Thisistheactionthatyouwantthesystemtotakewhenapolicyis

triggered.Forexample,youcandeterminethatanemailisprevented

frombeingdeliveredtotherecipientifitcontainscertaincontent.

Actions

Anotificationistheemailthatissenttooneormorepeoplewhena

policyhasbeentriggered.Youcancustomizethismessagesothatit

reflectstheemailsecuritypolicythatisinplaceatyourorganization.

Whenanemailisblocked,youcanchoosetosendanemailtothe

sendertoexplainthattheemailwillnotbedeliveredtotherecipient.

Notifications

Creatingandmanagingpolicies

AboutpoliciesandEmailDataProtection

Youcancreateapolicythatmatchesoneormorerules,multipleconditionswithin

asinglerule,andexceptionstoarule.Exceptionstoaruleallowspecificdataor

individualstobeexcludedfromdetection.

Youbuildalistofpoliciesthatmatchyourbusinessrequirements.Whenyouactivate

thepoliciesinyourlist,thesystemchecksyouremailsagainsteachpolicyinturn.

Ifapolicyistriggered,anincidentisgeneratedthatappearsintheEmailData

Protectiondetailedreport.Youcanviewthedetailsoftheincidentandtake

appropriateaction.Theactionthatyoutakeislikelytodependontheagreements

thatyouhavereachedwithyourHumanResourcesandLegaldepartments.

Weincludeanumberofpredefinedpolicytemplatestohelpyoucreateeffective

policiesquickly.Whenyoucreatepolicieswerecommendthatyoustartwithapolicy

templateandaddorremoverulestosuityourrequirements.

Aboutpolicy templates

Apolicytemplateisacollectionofpredefinedrulesthataddressesaspecific

requirement.Forexample,youmightuseapolicytemplatetoensurethatyou

complywithasetofregulations,suchastheEuropeanUnionDataProtection

Directives.

Weprovideanumberoftemplatesthathelpyoucreateanddeploypoliciesquickly

andeasily.Apolicytemplateusuallycontainsacombinationofthefollowing:

■

Keywordlists

Theselistscontainwordsandphrasestodetectcontent,suchasunacceptable

languageorpersonalbankinginformation.

■

Regularexpressionlists

Regularexpressionsareusedforpatternmatching.Theregularexpressions

oftensearchforpersonallyidentifiableinformation,suchaspassportnumbers,

socialsecuritynumbers,andsoon.

Youcannotcreateyourowntemplates,sothattheyappearwhenyouclickNew

policyfromtemplate.Youmustusethetemplatesthatweprovidewiththeservice.

Youcan,however,copyatemplateandupdateittosuityourrequirements.

Whenyoucreateapolicyfromatemplate,youcanviewtherules,theconditions,

thekeywordslists,andtheregularexpressionsthatmakeupthepolicy.

Note:Althoughourregulation-basedpolicytemplatesaimtoaddressasetof

regulations,werecommendthatyouconsultwithyourLegalandCompliance

departmentstoensurethatyouarecompliantinthecountriesinwhichyouoperate.

Creatingandmanagingpolicies

Aboutpolicytemplates

Thedefaultactionforthetemplatesistologeachincident.Thismeansthatyou

canviewareportthatdetailstheemailsthathavetriggeredapolicy,buttheemails

arestilldelivered.Checkthatthesesettingsmeetyourrequirements.

Aboutactions and Email Data Protection

Whenyoucreateapolicy,youdecidetheactiontotakeiftherulesinthepolicyare

metandthepolicyistriggered.Forexample,youmightwanttoallowanemailto

besenttotherecipientbutdirectacopyofittoyouradministrator.

Anemailmaytriggermorethanonepolicy.Thepoliciesmayhavedifferentactions.

So,theorderinwhichthepoliciesappearinyourpolicylistisimportant.

Ifanemailtriggersapolicythatappliesanexitaction,suchasBlockanddelete,

theemaildoesnotcontinuethroughanyfurtherpolicies.

TheActiondrop-downlistenablesyoutospecifytherequiredactionforthepolicy.

TheExitcheckbox,nexttotheActiondrop-downlist,determineswhetherthe

emailischeckedagainstfurtherpoliciesinthelist,ifapolicyistriggered.

TheavailableactionsandtheeffectoftheExitcheckboxareasfollows:

Table5-1

ActionsandEmailDataProtection

Description

Exitcheckbox

Action

Theemailispreventedfromreachingtheintendedrecipients.Itis

permanentlydeleted.

TheExitcheckboxisautomaticallyselectedandcannotbeunchecked.

Ifapolicywiththisactionistriggeredforanemail,thescanningprocess

stops.Theemailisnotcheckedagainstanyfurtherpoliciesonyour

policylist.

Checked

BlockandDelete

Creatingandmanagingpolicies

AboutactionsandEmailDataProtection

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