By Assaph Mehr, Senior Product Manager.
Human error continues to be a leading cause of data breaches. So, understandably, organizations are looking to email security to protect staff from the innocent mistakes that can unintentionally cause a data breach.
Not all email security applications work the same or offer the same level of protection. Some may help prevent phishing attacks but don’t stop incorrectly addressed emails.
cleanDocs protects users against the most common kinds of unintentional data breaches. It uses advanced machine learning to prevent mistakes like misdirected emails.
It also alerts senders to mismanaged metadata in attachments and improperly redacted documents, so they can correct it before the email has a chance to cause a data breach.
As a single application with multiple layers of protection, cleanDocs makes life easier for IT administrators who want to reduce the number of Outlook add-ins and vendors with which they work.
For users, the advanced machine-learning algorithms minimize the disruption caused by pop-ups and alerts, so they can continue to work efficiently.
Email security powered by advanced machine-learning algorithms
cleanDocs uses artificial intelligence (AI) to ensure that users always send emails and attachments to the right person.
At the foundation of the application are advanced machine-learning algorithms that develop a deep understanding of a user’s email behavior and patterns.
The algorithms study the contacts users correspond with, as well as the topics they usually correspond about.
When the user presses Send, cleanDocs analyzes the email’s recipients and its content to determine if the combination fits the regular pattern.
For example, it will learn that you usually email Sarah Jacobs about Argentina and Sarah James about Australia.
If there is a conflict between recipient and content, or if cleanDocs detects improperly redacted text in the attachments, the user is alerted to a potential data breach.
If you try to email Sarah James about the weather in Argentina, cleanDocs will ask if you meant to email Sarah Jacobs, instead. If you did make a mistake, you could quickly readdress the email within the cleanDocs alert.
Now, imagine if that email wasn’t about weather but sensitive client information like medical records or financial statements.
In emails where the contact and contents match, attachments are cleaned of sensitive metadata, and the email is sent. This unique approach ensures maximum protection and minimum disruption.
Email security with minimal interruptions
Email security is most effective when it happens silently in the background – only alerting users when it detects a potential issue.
That way, users aren’t overwhelmed by pop-ups, so they’re more likely to act when alerted to a potential breach.
cleanDocs is designed to work mostly in the background, so it does not interrupt the user’s email workflow.
This means the user won’t have to learn to work with email in a new way – but their emails will be addressed to the right person and metadata managed in attached files.
cleanDocs will only pop up when it detects an issue – such as the email’s recipients and contents don’t fit with regular patterns, or redaction was incorrectly applied to an attachment.
Comprehensive, 24/7 protection
Instead of following many different rules about which emails get checked, cleanDocs will apply protection to every email.
For example, if you send emails while working offline, some online-only email security applications simply won’t check them.
cleanDocs works both online and offline and, when cleanDocs Server is deployed, it will also manage metadata in emails sent from mobile devices or web-based applications, like Outlook Web App or iManage Cloud.
Email security doesn’t have to be a barrier to productivity. Choosing the application with the greatest level of protection streamlines the experience for the administrator managing it and the user interacting with it every day.
cleanDocs enables you to take advantage of machine learning to prevent data breaches automatically; at the same time, it reduces interruptions to users.
Start using cleanDocs, and you’ll enjoy the best of both worlds when it comes to email security.