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Messaging & Operations

Email is most businesses' primary communication method, facilitating internal and external exchanges that often contain confidential information. Given the sensitive nature of these communications, protecting emails from man-in-the-middle attacks, and ensuring that emails reach the intended recipients securely is crucial. 

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Challenge

Electronic authentication is a digital certificate that can verify online identities. This is widely used by governments, banks, and securities trading houses while they exchange encrypted electronic documents. 

 

Renew e-Cert manually for all staff yearly

Since digital certificates (e-Certs) need to be renewed every year to ensure security, organizations need a secure and practical way to renew the e-Certs for all staff, to avoid back-and-forth arrangements for the onsite installation, especially for the team members who need to be working off-site or having meetings regularly. 

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​Without a digital e-Certs repository

All the physical e-Certs are stored in a Safety Deposit Box. Although they are stored systematically, a digitalized e-Certs repository is also a necessary backup for the IT operators digging out one e-Cert for the specific document.  

Solution

The Top Level technical team provides a one-stop solution for managing CMS encryption certificates and tokens. It enables remote support to users while maintaining control of password security, as well as certificate & token status.  

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Remotely Import Certificate

  • Support ​import renewal e-Cert breaking the geographic and time limitations.

  • Users can import the new e-Cert securely themselves when they are available.

  • Transparent & Automaitce client module distribution allows operators to check on the importing status and record.

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Remotely Unblock Token and Smartcard

  • Enable the secured unblock function for the Enigmator token and smartcard with a challenge-response mechanism. 

  • Allow unblock token and reset the password by on time authentication code. 

  • A unique administration password will be generated for each token. This password will be encrypted and protected securely in the system without exposure to anyone. 

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Centralized Secure Key File Repository

  • A secure and safe centralized repository that is protected with AES-256 encryption.

  • One-click to record the new e-Cert in the repository while it is importing into users' tokens.

  • Records each key owner's entire key lifecycle information, including the P12 passwords and key expiry dates. Automatically generates e-Cert Expiration Email Reminder to the IT Operators. 

  • Authorized administrators are allowed to retrieve key files and passwords when needed. All import and retrieve records will be tracked and logged by the system. 

Benefit

  • Systems connected to provide an entire centralized e-Cert and token management environment. 

  • Significantly easing the process of renewing e-Certs and unblocking tokens/ smartcards by breaking the geographic and time limitations. 

  • The instant requests, also allowed to be pending on the system for a week, can help IT admin and e-Cert owners allocate their time. 

  • User-friendly interface with a full log for e-Cert & token information and process tracking in the system automatically. 

  • Every imported P12 file or PIN is encrypted and stored separately in different databases which gives the high level of security.

Cert Management, Token Management

Email Compliance Management

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Challenge

Compliance policies are essential for preventing various issues impacting the institution and its customers. Financial institutions, especially investment banks & securities firms, are required to adopt Information barriers, safeguard insider information, and ensure improper trading does not occur.

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Conflicts of interest

The first goal of deploying information barriers is to separate email exchanges between teams that have conflicts of interest, e.g., the research department and brokerage division, to prevent internal staff from taking advantage of confidential data that had not yet been announced to the general public. 

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Prevent data leakage 

Preventing data leakage is crucial for financial institutions to protect sensitive customer information and maintain trust. Not only to prevent data loss in man-in-the-middle attacks, but institutions also need to be avoided to forward malicious / accidental emails to the wrong hands. 

Solution

Providing an email compliance system allows corporations to centralize email management according to their situation and needs. 

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Internal Flow Control

  • Corporations can preset rules for parties of interest conflicts to control their email flows without alerting individual users. 

  • Allow temporary staff to send internal emails. If they send an external email, intercept and forward it to their managers. 

  • Allow manager to control email flow within the team:

    • Blind copying emails to the general mailbox for filing

    • Round-robin arrangements for the customer service teams

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Prevent Data Leakage

  • The system automatically blocks illegitimate emails that contain sensitive wording and holds them up for corresponding managers to review and handle. 

  • To protect the confidential outbound emails within the institution's server; the receiver needs to log in to the server to read the email, which can significantly prevent the confidential information from the wrong hands.  

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System Log and Statistic Reports

  • Detail process and system log for mail tracking and troubleshooting

  • Regular analysis reports for effective tracking of email transmission of each email account

Benefit

Enhance Email Management 

  • Control email flows among parties of interest parties

  • Block illegitimate emails and alert corresponding managers

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Easy to Prevent Sensitive Data Leakage

  • Check for any non-compliant emails

  • Auto-forward emails from high-risk individual/external parties to management for monitoring

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Efficient to Meet Compliance Standards

  • Multiple modules can be set according to the compliance policy. Our technical team can easily define the rules for monitoring the email content, the team, and individual staff, that helps compliance managers monitor the right section closely. 

  • Easy to audit by keeping good track of all email records

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Challenge

Following remote work trends, the organization would like to transfer the current platform to the Cloud. They need to find an application replacement to share information internally via attachments and articles. It would be a big help to provide a steady, seamless user experience during the transition period. 

Solution

Internal Information Board 

  • A convenient platform for users to share information with articles and attachments. 

  • Support comments under the articles will facilitate discussion. 

  • Enable subscribe functions, users can receive notifications when there are any updates. â€‹

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Articles Management

  • All articles will be saved in the system database, so users can always efficiently search for specific articles among the massive amount of information. 

  • Optional to publish articles & information by post title. It is convenient for the rotation environment to manage the recipients. 

  • The system owners can export the log report, which has recorded all the audit action history, which helps to track and manage the bulletin board system more easily. 

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Individual Access Right​

  • Allow system powers to have self-control access rights of publishers and readers that the owner can authorize who can access that article and information on this platform. 

  • Announcement function that allows authorized users to circulate push notices to all readers, overriding their subscription status and making sure all stakeholders can receive substantial updates. â€‹

Benefit

Transfer Your Work Habits to the Cloud

It is a tailor-made web-based solution you can seamlessly use on different systems, ensuring Information continuity for your daily operations. 

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​​Easy Information Board Management â€‹

  • ​It supports single sign-on since the system is integrated with AD users and groups. 

  • ​​​​​Allow publishing of articles & information by post title, which not only can properly keep all article records but also ease the follow-up action for the job rotation environment. 

  • ​​Auto-track and log all action made in the board, including role & access rights, content logs, publish logs, and access records, being a huge backup for admin for annual audit. â€‹â€‹â€‹

Document Management

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