Intelligent Content Data Identification in Email Attachments
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Solution Overview
Problem
Large enterprises face challenges in quickly and accurately addressing data leakages due to hidden or filtered content in attachment files, which can go unnoticed and lead to unintended sharing, causing reputational impact.
Innovation Solution
An intelligent identification of content data module and multi-recipients control module that scans files for hidden data, filtered data, and formulas, tags and highlights them for user confirmation before external transmission, allowing for authorized recipient verification and data removal or blocking of transmission as needed.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Productivity
If hidden data, filtered data, and formulas are not detected in attachment files, then file transmission can proceed quickly, but data leakages occur due to unnoticed sensitive content
Solution Approach 1:
The system performs preliminary scanning and detection of hidden data, filtered data, and formulas in attachment files before allowing external transmission. This advance detection action prevents data leakages by identifying sensitive content beforehand, while the automated nature of the scanning process maintains quick transmission speeds through efficient processing algorithms.
Solution Approach 2:
The system provides feedback to users by highlighting and tagging detected sensitive content in the attachment files before transmission. This feedback mechanism allows users to review identified data, confirm authorization, or modify the transmission accordingly, ensuring both security and operational efficiency through informed decision-making.
2Measurement precision
If content data is scanned and highlighted for user review, then data accuracy and authorization are improved, but transmission time is increased
Solution Approach 1:
The system performs self-service by automatically scanning, detecting, and highlighting sensitive content without requiring manual intervention for each detection step. The automated scanning process maintains high accuracy in identifying hidden data, filtered data, and formulas while minimizing time loss through efficient algorithmic processing rather than manual review of every element.
Solution Approach 2:
The system applies local quality by selectively highlighting and tagging only the specific portions of files that contain sensitive content rather than reviewing the entire file uniformly. This targeted approach maintains high measurement precision for data identification while reducing overall processing time by focusing computational resources only where needed.
3Reliability
If multiple recipients are controlled and authorized verification is performed, then data security is improved, but operational complexity increases
Solution Approach 1:
The system implements universality by providing a unified control mechanism that handles multiple recipients and authorization verifications through a single integrated process. The same scanning and highlighting functionality serves all attachment files regardless of recipient list, maintaining consistent security standards without proportionally increasing operational complexity.
Solution Approach 2:
The system acts as an intermediary between the sender and recipients by performing centralized authorization verification before transmission. This intermediary function consolidates the complexity of managing multiple recipients and authorization checks into a single controlled process, simplifying the overall operation while maintaining high reliability in recipient verification.
Data Source
AI summary
Various methods, apparatuses/systems, and media for intelligent identification of content data in files are disclosed. A receiver receives a request from a user to send an electronic mail (email) for external communication outside of an organization's internal network. A processor detects whether the email includes a file as an attachment to the email; scans the file for content data; tags and highlights the content data for preview check and for receiving user's input of confirmation data when it is determined that the email includes an external recipient. The receiver receives the user's input of confirmation data whether the external recipient is a recipient who is authorized to obtain the file including the content data. The processor transmits the email to the external recipient in response to receiving a positive user's input of confirmation data.