Case Study/ CyberSecurity

Enabling Business Communication with Email Quarantine Workflow

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80% Faster
Processing of Quarantined Emails

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95%
Resolution of email backlog

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Highlights

Targeted Automation: Addressed the client’s struggle with manual email reviews by automating notifications, decisions, and compliance documentation.

Uninterrupted Operations: Minimized business disruptions by enabling quick and informed decisions on quarantined emails.

Improved Compliance Readiness: Created a centralized evidence library for compliance audits, reducing regulatory risks.

Custom-Fit Solution: Tailored the workflow to integrate seamlessly with the client’s existing DLP solution.

In This Article

Challenge

Solution

Business Benefits

What Made This Happen

Challenge

A prominent financial institution faced significant operational hurdles due to its stringent Data Loss Prevention (DLP) policies. Frequent quarantining of critical business emails disrupted operations, and as emails containing sensitive or high-priority information were often delayed, it led to missed opportunities. As the process of reviewing quarantined emails was entirely manual, and stakeholders and DLP teams were burdened with email investigations, which adversely impacted productivity across departments. The client also lacked a centralized system for maintaining records, which made them fail regulatory compliance requirements.

Solution

Vidyatech deployed the DashMagiq®* Email Quarantine Workflow to address these challenges effectively:


Seamless Integration: DashMagiq® integrated directly with the client’s DLP solution, extending its functionality without requiring major system changes.

Holistic Automation: Automated notifications were sent to relevant stakeholders (managers or designated approvers) whenever an email was quarantined. The workflow replaced manual investigations with a structured, automated process, significantly reducing time and effort.

Customizable Decision Framework: Managers were presented with an intuitive questionnaire to review email content and provide justification for release or deletion. The workflow ensured that all decisions were documented in detail for compliance purposes.

Streamlined Email Actions: The workflow automated email releases or deletions based on the manager’s or stakeholder’s responses, significantly reducing manual intervention.

Centralized Compliance Documentation: The solution created a centralized library for storing all decision logs, ensuring easy access for audits and reducing compliance risks.

Business Benefits and Impacts

The deployment of DashMagiq® significantly transformed the bank's alert resolution process, yielding multiple benefits:

Efficiency Boost: Automated notifications and decisions eliminated bottlenecks in the quarantine process, improving operational efficiency.

Empowered Business Teams: Business stakeholders gained autonomy to resolve email quarantines quickly, ensuring seamless communication.

Regulatory Readiness: Every action taken was logged, creating a robust audit trail essential for regulatory adherence. Comprehensive documentation of all actions provided the client with a clear compliance advantage.

Enhanced Productivity: Business teams no longer faced prolonged disruptions due to quarantined emails, saving countless hours of prime stakeholder time.

Resource Optimization: DLP managers could focus on broader cybersecurity strategies rather than being bogged down by manual reviews.

What Made This Happen

DashMagiq® Email Quarantine Workflow

When an email is quarantined by a DLP solution, DashMagiq® Email Quarantine Workflow automatically notifies the sender's manager or an appropriate stakeholder. It automates the process of quarantine management by deleting or releasing emails based on the responses and decisions of the manager(s) or stakeholder(s). The workflow presents a questionnaire to the manager or stakeholder to record their decision and reasons. DashMagiq® automatically releases the email from the DLP and creates and stores the documentation necessary for compliance.

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