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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.
51
Workingwithcustomandmanagedlists
Aboutlistgroups
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Whenthesystemevaluatesthelist,theitemsthatareontheExcludecustomlist
butalsoontheIncludemanagedlistareexcludedfromthelistofitemsthatyour
contentischeckedfor.
Creating a listgroup
Alistgroupcontainsmultiplesinglelistsofthesamecontenttype.Forexample,
youmightwanttocreatealistgroupthatcombinesthesinglelistsofprofanitiesfor
English,FrenchandGermanintoonemasterlist.
Tocreatealistgroup
1
SelectServices>DataProtection>Lists.
2
ClickNewListGroup.
3
Typeanameandadescriptionforthelistgroup.
4
Completethefollowing:
Dooneofthefollowing:
Chooseastandardindustrycategory,suchasEducationalor
Healthcare.
SelectNone,ifyoudonotwanttomatchacategorywiththe
listgroup.
Category
Choosefromthefollowingtypes:
Filetypes
MIMEtypes
Keywords
Regularexpressions
URLs
ContentType
Whenyouchooseacontenttype,theright-handsideofthewindowdisplays
theliststhatareavailableforthattype.
5
Selecttheliststoincludeinthenewlistgroup.YoucanalsocreateanExclude
listtocomparewiththeIncludelist.Anytermsthatareinbothlistsareexcluded,
whenthelistisusedinapolicy.
See“Includingandexcludingitemsinalistgroup”onpage51.
6
ClickSave.
52
Workingwithcustomandmanagedlists
Creatingalistgroup
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Editing a list group
Youcaneditalistgrouptoaddmorelistsortoremovealistthatyounolonger
wanttoinclude.
Note:Werecommendthatyoutakecarewhenmodifyingalistgroupthatiscurrently
usedinapolicy.LookintheActivecolumnontheListspagetoseeifalistgroup
isusedinapolicy.
Toeditalistgroup
1
SelectServices>DataProtection>Lists.
2
Selectthelistgroupthatyouwanttoedit.
3
Amendthefollowingdetails,asrequired:
Name
Description
Category
Theliststhatarepartofthelistgroup,orareexcludedfromalistgroup.
Youcannotchangethecontenttypeofalistgroup.
4
ClickSave.
Deleting a list group
YoucannotdeletealistgroupthatisusedinaDataProtectionpolicy.Lookinthe
ActivecolumnontheListspagetoseeifalistgroupisusedinapolicy.
Todeletealistgroup
1
SelectServices>DataProtection>Lists.
2
Selectthecheckboxnexttothelistgroupthatyouwanttodelete.Youcannot
filtertheListspagetoshowonlytheavailablelistgroups.Foralistgroup,the
ListtypecolumndisplaysGroup.
3
ClicktheDeletelinkbelowtheCustomListsheading.
4
ClickDeletetoconfirm.
53
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.
54
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.
55
Workingwithcustomandmanagedlists
MigratinglistsfromEmailContentControltoEmailDataProtection
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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
56
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
5
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
58
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.
59
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
60
Creatingandmanagingpolicies
AboutactionsandEmailDataProtection
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