What: Our email systems have been configured to automatically encrypt potentially sensitive content being delivered to external parties.
Why: Encrypting potentially sensitive email content protects it from spying eyes during transit and ensures only the recipient can view the message. This is best practices for information security and required for industry standard compliance acts.
Where: This functionality exists on all company mailboxes.
When: Auto-encryption of email occurs when the email system detects sensitive content being delivered outside the organization.
How: Messages sent within the company are encrypted and decrypted as part of the functioning of our email platform, Microsoft Exchange. When email is sent outside the company, it triggers functionality within Exchange to scan the message for potentially sensitive content, such as bank account numbers, credit card information, and other private data. When the data matches preset conditions, it encrypts the message and sends it to the recipient, who must validate their identity before the message can be viewed.
For external clients:
We understand this is an extra step outside of their daily process, but it is necessary to maintain integrity and confidentiality of sensitive data. Clients can opt to have sensitive data shared through secure corporate repositories such as OneDrive or SharePoint instead of email. Clients interested in setting secure connectors with partner organizations can speak to their IT personnel to coordinate auto-authentication with Microsoft or our company.
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