With the transformation of digitalization, most business documents of enterprises are circulated internally and externally in electronic form. This increases the risk of data leakage or tampering of outgoing files. How to protect the security of outgoing files has become a topic that enterprises cannot ignore.
There are certain data security risks in the documents issued by enterprises, especially electronic documents:
Unauthorized access to files: Electronic files sent by enterprises to external contacts are not encrypted or digitally signed, and may be accessed by hackers or unauthorized personnel during transmission or storage, leaking sensitive information.
Tampering of documents: Documents that are not digitally signed can easily be tampered with by intermediaries, which can mislead business decisions or lead to legal disputes if the recipient fails to detect.
Files not processed according to classification: The files contain highly confidential data but are not properly classified and protected, and the data security requirements are not met during the outgoing process, resulting in data leakage.
Complete deletion of files is not ensured: After files are used, they are not completely deleted from the sender’s and recipient’s mail systems and computers in a timely manner and restored, which will also cause data leakage risks.
There are viruses or malicious codes in the files: Office files, PDF files, etc. may carry viruses and Trojan horses and infect the receiver's system, which is also a risk.
Third-party access to files: Files sent by an enterprise to a third party may have insufficient data protection measures and are easily leaked or accessed maliciously within the third party. This will also become a hidden danger of enterprise data security.
Files or accounts are used by phishing: Hackers use the company logo and name to send phishing emails, pretending to be files or emails sent by the company to external contacts, which can easily lead to theft or damage of corporate data.
In order to reduce the data security risk of outgoing documents, enterprises need to establish a document export management system, use encryption, digital signature and other technologies to strictly protect sensitive documents, regularly audit third-party data protection measures, and provide continuous security awareness training for employees. Effectively standardize the operating procedures for data classification and outgoing document management, which is the basis for reducing risks.
And here, enterprises should also adopt some professional office security solutions to protect the data security of outgoing files. In terms of protecting the security of corporate documents, Digital Shadow Office has a comprehensive protection system covering before, during and after the event, which can effectively protect the security of core corporate document data.
proactive protection
In the daily office work of an enterprise, a large number of documents in various forms will be produced, such as new product information, customer information, financial statements, contracts, etc. Most of these files are "scattered" on various enterprise terminals. Even if some files can only be accessed on business systems, almost all employees can access them, lacking fine-grained access control. Some core data are often copied and moved directly from the business system to various cloud storage, cloud notes, open communities and other platforms in the form of non-files.
Enterprises can create a unified office space through Data Shadow—the company’s own Data Shadow office space, which can manage office applications, account permissions, etc. in a unified way, so that employees can safely close their access to business systems. At the same time, fine-grained security policies such as permission control, download control, copy and paste control, document desensitization, document watermark, anti-screen capture/photographing, screen recording audit, etc. can be configured through Data Shadow to prevent the leakage of enterprise core document data in an all-round way.
Comprehensive management and control
When employees work in the digital shadow office space and try to download and export data, the file will not be downloaded to the employee's computer, but directly downloaded to digital shadow's secure file center (stored on OSS), fine-grained control over the file Flow direction, so that the data does not fall to the ground.
However, this will not affect the work efficiency of employees. Employees can edit and process files through the online document capability (Office) on the file center of Digital Shadow, and then directly upload them to the designated business system from the file center of Digital Shadow Medium (administrator controlled).
In addition, when it is necessary to send the processed documents to customers and partners by email, the approval process can be initiated on the document platform of Shuying. After passing, the documents will be sent directly to the designated customer mailbox through the corporate mailbox. Throughout the process, these documents are closed loop online.
Moreover, the third party related to the company's external documents cannot directly access the business system data of the company due to the authority control of the data shadow, but can only access the business system data designated by the company to prevent third parties from leaking important data of the company.
hindsight documented
Due to the unique log audit security capability in the digital shadow office space, it can audit and trace back the access behavior of employees, helping enterprises to avoid security responsibilities in emergencies.
In Shuying, all access behaviors of employees will be recorded and retained, and the granularity can be as detailed as "who, at what time, on which computer, where, with which account, which system is logged in, and which page is visited , what did you do?" For particularly sensitive access behaviors, the screen recording audit can also be automatically enabled to record the access process in real time for subsequent audit and backtracking.
In short, to fully protect the security of outgoing documents, companies must formulate strict data export management policies, choose high-intensity technical means for document protection, strengthen third-party management, and conduct regular employee security training. Of course, this also requires the cooperation of all positions in the enterprise in order to establish a systematic and complete protection system for outgoing documents. Through a full range of management processes and technical control measures, the security risks of outgoing documents in the process of circulation and storage are minimized.