SecurePort - is an Enterprise Server that protects confidential documents from leaking out; It Identifies and prevents documents leaks before they occur, and limits document distribution only to designated parties. It performs real-time auditing and blocking of unauthorized document distribution, and provides complete audit trail of user and distribution activity. SecurePort is capable of protecting information sent out from any communication channel / media, as, e-mail, web, fax machines, printers, removable media, SMS, and wireless communications.
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Overview
SecurePort is an enterprise solution that protects confidential documents from leaking out, it, Identifies and prevents documents leaks before they occur, it limits document distribution only to designated parties, it does a real-time auditing and blocking of unauthorized document distribution, and provides complete audit trail of user and distribution activity. SecurePort has the capability to protect information sent out from any communication channel / media, as, e-mail, web, fax machines, printers, removable media, SMS, and wireless communications.
SecurePort works through a three-step protection process. First, you determine what confidential information should be protected and assign distribution policies around that data. Next, you configure SecurePort to monitor outbound communications, looking for matches of protected data. Finally, you initiate notification and blocking capabilities to stop breach attempts, and to create an audit trail of information distribution activity.
SecurePort utilizes an advanced content and policies engine, in addition, its API allows integrating it with external content engines, in cases where customers have specific demands. For example, a company that implements Sarbanes Oxley Act can integrate SecurePort as its capturing and routing platform managed by the Sarbanes Oxley compliance software.
Any document / information sent out of the organization via e-mail, fax machine, fax server, SMS, or, sent to be printed, is being fetched and scanned and its content is than reviewed against the secure policy database. The system analyzes any data designated as confidential. Once the content of the document has been cleared for transmission by the system, the document is than being sent out. In case a document is put on hold, the system sends the user a “Not Approved” notification, and an alert to the information owner.
SecurePort is integrated with the most common enterprise information junctions, and is part of everyday activities.
SecurePort system architecture is built around several subsystems, below is a description of each of the subsystems:
OCR (Optical Character Recognition)
Any document sent by fax is being scanned by an OCR. SecurePort deploys several OCR engines to support a variety of languages and to provide a high accuracy. The OCR module improves the fax image, flips pages that were sent upside down, fixes de-skewed document, to enable high performance, lowering the number of errors. The result of the OCR scan is being checked by an "Identical Characters Comparison" engine; this improves the OCR result, and provides more accurate results. The OCR module can be set-up for a sensitivity level; this is used when the keyword field consists of several words.
Key Words system
The Key Words system contains a data base of key words that are defined confidential. A key word can consist of: one word, a combination of words, a sentence or paragraph, and code of a definition. It is possible to use "And" and "Or" functions between words, the same method as in the known search engines. Any document that is captured by SecurePort is being scanned against the key words data base for verification that a key word is not sent out of the organization. When a key word is found, the system acts in accordance with the rules of the secure policy system. The key words system includes a GUI for entering the key words, details of the key word owner (e-mail, telephone, mobile phone, fax), and allowed users who can edit the key words. The key word owner can define how to get the alerts (e-mail, SMS, fax), and if the alert will include the key word itself, or its code.
Secure Policy system
The Secure Policy system defines the distribution policy of confidential information in the organization. The system allows the system administrator to apply a policy for each key word from any type. The policies, to whom the information can be sent, who can have access to the information, and what action should be taken when a key word is found - is defined according to the level of confidentiality of the key word. In order to enable audit trails of misused confidential information, the system keeps full history of the information. The information includes the documents themselves and all relevant sending information, as: sender, date and time, recipient, file type, and the key word that was found.
SecurePort makes intelligent faxing and printout decisions, based on instruction from the Secure Policy System, decisions as: "send" the e-mail or fax, "print" the document, "stop" the e-mail, fax, or the printout, "send and report" to the content owner, "print and report" to the content owner, "status report" to the user, "Send Report by, e-mail, fax, or SMS", or print the report, and more.
Monitoring & Search Engine
The Monitoring & search Engine provides the user with advanced search and management tools. Any document stored by the system could be reached any time based on different keys and parameters.
The search possibilities include, Key Words, (xxx+yyy&zzz) Date & Time, Sending Fax CSID / SDR, Destination Fax, Number of Pages, Patterns of Numbers (1245&875&111), Language, sorted by Record Display (TIF, TXT, Header).
Report Generator
The report generator was designed to provide the system manager tools to perform audit trails of secure policy breach. The report generators helps the organization to take care of the following security breach issues: what group in the organization treats confidential information disrespectfully, who breaches the secure policy too often, what kind of secure data is leaving the organization, and what are the business processes that generate information leaks. The report generator can display the reports results in different graphic ways, to enable better audit trails. The information can be sorted by different parameters, as: number of documents distributed in a given time by department and individual, documents that included key words, document sent by subject / function, as, letters to customers, letters to suppliers, etc.
Alerts System
The Alerts system provides different types of alerts when the system detects a secure policy breach. The secure policy system than decides to whom an alert should be sent and in what way. The system can send alerts in 3 different ways, by e-mail, by SMS, fax, and by printer. The alert can be sent, together with the original document, with a TXT file of the original document and with the sending information. The alert does not need to include the key word; it is possible to send only the code of the key word for security reasons. Whenever a key word is found, the secure policy system decides how to handle the situation, to stop the document and wait for manual approval, to send the document and issue an alert, notify the sender, etc.
Alerts can be sent to several functional levels in the organization, the key word owner, the IT security officer, the corporate security officer, the CEO, etc. Each of the alert recipients can chose the way he wants to receive the alerts, the higher management who can receive alerts of different key word owners, will receive together with the alert, information of the key word owner.
Any document that is stopped is put in the quarantine. A release of a document from the quarantine is done by the key word owner. When using SMS for alerts, it is possible to release a document via a SMS.
Connector to external content management systems
SecurePort offers a connector to an external “Content Management System”, the integration between both systems can be done in a verity of communication methods, as: shared folder, SMTP, FTP, etc. This allows SecurePort a seamless integration with any external content management system.
Once the document in TXT format is transferred to the content management system, SecurePort waits for instructions from the content management system, and than performs accordingly, functions as: "send" the e-mail, fax, "stop" the e-mail, fax, Print, do not print, send the SMS, do not send the SMS, "send and report" to the content owner, "status report" to the user, and more. Those functions can be set differently for each customer.
SecurePort server for Fax Machines
SecurePort server for fax machines fetches all the fax documents that are sent from fax machines in the organization. Any fax sent out is routed by the SDR (Smart Dial-up Router) to SecurePort.
The fax document is then being scanned by OCR and its content is than reviewed against the secure policy database. The system analyzes any data designated as confidential. Once the content of the document has been cleared for transmission by the system, the document is than being sent out by fax. In case a document is put on hold, the system sends the fax user a “Not Approved” notification, and an alert to the information owner.
The text output file from the OCR, the original fax TIF image, and the fax header are than being stored in the Fax Database. The user has a Monitoring & Search Engine that provides advanced search and management tools. Any document stored by SecurePort can be reached any time, based on different keys and parameters.
SDR (Smart Dial-up Router) – For Fax machines
The SDR (Smart Dial-Up Router) is a hardware device that acts as the connecting link between the local enterprise fax machine and the SecurePort Server. Regardless of the external fax number that is dialed on the local fax machine, the SDR routes the fax to the nearest SecurePort Server, keeping the original dialed number.
The SDR acts also as the “Fax Keep A Live” device, and assures that the local fax machine will stay on-line until the “sent” status report arrives from the SecurePort Server. The SDR can be hooked near the fax machine or near the organization’s PBX.
SecurePort Intelligent Fax Boards – For Fax machines
SecurePort utilizes intelligent fax boards from Brooktrout (TR114, TR1034, and TruFax). Intelligent fax boards are shown to reduce life-of-system fax phone bills dramatically, and provide a high security level to the network.
The reasons why intelligent fax boards provide superior performance, is due to the fact that they offer features as: Error Correction Mode, Modified Read compression, signal-to-noise ratios, bit-stuffing, critical timing issues and call progress capabilities.
SecurePort Server for fax machines - basic configuration
SecurePort for Fax Server users
SecurePort for fax server users is a secure fax server, which is capable of extracting the content of each document before it is sent out by the user. The extracted document is then being sent to the content protection system that reviews each document content against the secure database to identify protected confidential data. Once the content of the document has been cleared for transmission by the system, the document is than being faxed out and the user gets back a status report. In case a document is put on hold, the system sends the user a “Not Approved” notification.
In addition to its secure features, SecurePort can acts as an IP enterprise Fax Server allowing users from their desktop and anywhere on the network - to prepare, preview, send, and receive faxes. It is a feature-rich technology that provides economical network faxing capabilities and improved productivity. It allows users to send and receive faxes directly from e-mail clients or from Windows applications. With the possibility of inserting a regular fax number in the Microsoft Outlook “To” button, sending a fax is as easy as sending e-mail.
The Inbound fax routing feature, routes incoming faxes directly to the recipients’ desktops. This allows the user to get secure faxes anywhere, anytime, any place, and on any device. The fax broadcasting feature allows mail-merge capabilities, is easy to use, fast, and efficient, and many more features.
It is possible to run on the same hardware platform both applications, SecurePort basic system for fax machines, and SecurePort fax server. The fax boards are utilized by both applications, and one management resource manages both applications.
SecurePort Print Control System
Print Control System is a secure enterprise print management system designed for organizations that need a mechanism to prevent printing classified documents on their public shared printers. The system converts any document format into TXT and sends the document from the print queue for a "content review" against the secure policy database, ensuring compliance with regulations and in-house standards. Once the Content Protection System completes its testing, a “Print” / “Do Not Print” message is sent to SecurePort Server, which prints the job on the printer that was originally designated by the user.
In addition to its content management function, Print Control System acts as an enterprise print management system.
The most desired features are: Tracking of network as well as private printers. Print quota per user. Color printing permission per user. The ability to differentiate between color and B&W, when a combined color and B&W job is printed. It is Possible to charge every print job to customer, department, project, etc. Large print job pop-up to confirm the printing – this is to avoid user mistakes; it can also provide an estimated cost of a print job prior to printing it. Follow-me concept – user does not need to designate a specific printer, the print job can be printed on any printer. Secure printing - takes care of printout confidentiality, and of a common problem that organizations suffer from - multiple print of the same job, because the printout disappeared, or because the user forgot to pick up the print job. Billing information export in common formats. Intuitive graphic report generator.
SecurePort E-mail System
SecurePort E-mail system is a proxy server that routes outside all the e-mails sent by the enterprise employees. Any e-mail sent out by a user is stopped by SecurePort E-mail system and its content is being reviewed. In case an e-mail has an attachment, than SecurePort's format translator opens the attachment, and converts it to TXT. The document in text format is then being sent to the content protection system that reviews each document content against the secure database to identify protected confidential data. Once the content of the document has been cleared for transmission by the system, the document is than being sent out by e-mail. In case a document is put on hold, the system sends the user a “Not Approved” notification, and alerts the owner of the secure information.
SecurePort E-mail system has connectors for Exchange and Lotus Notes. The connector is in fact SecurePort's agent in the e-mail server.
