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Corporate Email Security

Exchange Reporting

by Gregg Ruais

Exchange reporting is essential to corporate security and compliance measurements. While email may be highly efficient, it also gives incredible power to everyone within an organization. With the click of a button, a customer service representative (or anyone else for that matter) can send an irretrievable message or attachment that can harm the company's image. Every employee with an email account is a potential liability.

Exchange Reporting Prevents Espionage

Employees have the ability to send unprofessional messages, relay confidential information, or even send SPAM at any point in time. This poses serious security risks. For example, someone at a financial services company could easily provide confidential intellectual property to friends or even competitors.

If a stock rating is about to drop, analysts are prohibited from sending that information to their friends and family in advance. When someone violates this rule, an entire company could face disciplinary action from the SEC. If the problem is widespread throughout the company, corporate officers could face serious charges. How can a company prevent their employees from breaking this rule without monitoring emails? They really cannot. It's just not possible.

A controlled email monitoring system can significantly reduce liabilities. If exchange-reporting software is being used correctly, executives have solid proof that they never condoned these practices. Moreover, these software programs help discover policy violators. The people who place their companies at risk by breaking the law are often terminated. When word spreads of these terminations, other employees realize that noncompliance will not be tolerated.

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