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janusSEAL for Outlook - Major Features

 

janusSEAL for Outlook forces an end-user to apply a security classification to each and every email they send.  

The need to classify each sent item is enforced, whether the message is sent directly from Outlook, from an Office document, using File > Send To... or from the shell context menu using Send To > Mail Recipient.

As the flagship product,  janusSEAL for Outlook also provides the following comprehensive features:


Ability to specify security classification while writing message

The end-user may specify the security classification during message composition using the janusSEAL Compose Classification Toolbar. If no classification is selected before the message is sent, a security classification dialog is presented forcing selection of a classification before the message can be sent. In Outlook the Compose Classification Toolbar is implemented using a form region, which is displayed during message composition.

The Compose Classification Toolbar feature can also be switched off by policy settings so that organisation's can ensure end-users only classify a message once they click the Send button using the janusSEAL On Send Classification Dialog. Some organisation prefer their users only classify messages via the Classification Dialog as it means they fully consider the security classification of the whole message at the time of sending, rather than part way during composition.

Improved user interface in Outlook 2007 / 2010

janusSEAL for Outlook includes new capabilities when used with Outlook 2007 / 2010 that improve its usability in this client environment.

These capabilities include:

  • the ability to set the message's security classification while writing the message rather than having to specify using the On Send Classification Dialog
  • the prominent showing of a received message's security classification when viewing the message in the preview pane or in its own read dialog

janusSEAL for Outlook 2.5 in Outlook 2007 / 2010 still includes the On Send Classification Dialog so if the user does not set the security classification during composition then they will still be prompted to specify it on sending.

When reading messages, the ability for the recipient to observe the security classification when the message is read from the Preview Pane is a major time saver. It avoids the need to have the end-user open the message to be prominently shown the message's security classification.

Separation between display and marking values

Different text can be used for display values and marking values of the security classification. In this way, familiar terms can be presented to users (such as COMPANY CONFIDENTIAL), whereas different text can be embedded in the protective markings for use by system entities like email gateways (e.g. CONFIDENTIAL:COMPANY). This improves user acceptance, but also simplifies inter operation with other systems which may not be so flexible with the text that they recognise.

Multiple locations for insertion of protective marking

With janusSEAL for Outlook the organisation can control where the protective markings are inserted into the sent message. It can be one or more of the following:

  • X-Protective-Marking header
  • Subject line header
  • Outlook User Property metadata field (internal-only to Exchange domain)
  • Message flag header (new feature)
  • prepended text in the message body (new feature)
  • appended text in the message body (new feature)

This level of flexibility allows the system to be customised to an organisation's requirements and also allows for markings to be visible to message recipients that do not necessarily have email protective marking software.

Fine grained control of protective marking insertion, dependent on security classification

janusSEAL for Outlook allows the organisation to control whether specific protective markings are inserted into sent messages depending on the security classification of the message. For example, CONFIDENTIAL messages can have the protective marking inserted into the X-Protective-Marking header, the subject line and the start of the body, whereas PERSONAL messages can have the protective marking only inserted into the X-Protective-Marking header.

This allows the organisation to embed and present the protective markings as they are required. An email gateway can still filter outbound delivery, as it can interpret the X-Protective-Marking header, whereas recipients of personal messages will not be confused by markings embedded in the subject line.

Use of tokens in inserted protective markings

Text inserted into the Outlook User Property marking, body markings or message flag can include tokens to represent an attribute of the active security classification for the message. For example, the text may include %DISPLAY_VALUE% to represent the security classification's human readable classification, such as COMPANY CONFIDENTIAL, or %SENSITIVITY.DISPLAY_VALUE% to represent a simpler form, such as CONFIDENTIAL. These tokens extend the flexibility of text inserted into messages. A value such as

Security Classification: %DISPLAY_VALUE%

could be inserted into the message flag of each message, so that recipients of the message will see the security classification as selected by the sender in the flag region of the message.

Standards compliant protective markings

janusSEAL for Outlook complies with the Australian Federal Government's Email Protective Marking Standard. The open standard allows for integration between email clients and email gateways, and interoperation between different organisations.

janusSEAL for Outlook has been compliant with this standard from its initial versions.

Add protective marking to message flag field

janusSEAL for Outlook can be configured to insert text into the message flag field when sending messages.

The message flag field is typically used by Outlook and other email clients to flag the need for some action by the user to occur at some time in the future. It is possible to include text in the message flag that is displayed to the end-user when they are reading the message.

janusSEAL for Outlook allows an organisation to place text in the message flag field so that a recipient can readily determine the security classification of the message and what it means. Of particular note is that the message flag field is carried with messages which go outside of an organisation's Microsoft Exchange infrastructure so an external recipient may also see this information (provided they use an email client that supports the message flag field, such as Microsoft Outlook or Outlook Express).

janusSEAL for Outlook's configuration is powerful enough so that the text added to the message flag can:

  • be simply based on the display string for the message's security classification
  • include arbitrary text which can be tailored for each security classification defined in the organisation's schema
Add protective markings and text to message body

The latest version of janusSEAL for Outlook has several new features to make it simple to add protective markings to email messages that are for presentation and interpretation by their human recipients. Included in these new features is the ability to add arbitrary text at the beginning and/or end of the message's body.

janusSEAL for Outlook's configuration is powerful enough so that the text added to the message body (beginning or ending) can:

  • be simply based on the display string for the message's security classification
  • include arbitrary text which can be tailored for each security classification defined in the organisation's schema
  • use formatting control such as which font to use, font size, font colour, paragraph alignment and whether the font is in bold, italicised and/or underlined; this level of formatting control can be specific for each security classification and can differ between message start text and message end text

Text inserted into body markings can be customised per classification both in content and formatting. For example, a personal message could have a disclaimer inserted using a small, gray, italic font which would include the text:

This message is personal in nature. It does not reflect the views or policy of the organisation in any way.

Whereas, a CONFIDENTIAL message could have the following disclaimer text inserted in large, red font:

This information provided in this message is CONFIDENTIAL and is provided on a strictly need-to-know basis.

Not use default classification when attachment added

janusSEAL for Outlook has the ability for an organisation to specify a default security classification that would be used whenever the end-user created a new message.

janusSEAL for Outlook has enhanced this feature to allow an organisation to specify such a default security classification for use with new messages, but have this default security classification cleared if the end-user adds an attachment to the message. This enhancement arose from a request from an organisation that felt that use of a default security classification was appropriate most of the time, but thought that as soon as the user added an attachment to the message there was a fair likelihood that the message would have a classification different to that of the default. Hence this organisation wanted the end-user to explicitly specify the security classification of any message containing an attachment.

Inserting protective markings into header and footer of message print-outs

janusSEAL for Outlook permits the user to print email messages with the security classification information clearly visible in the header and footer of every page of the print out.

This feature is currently only available when used with Microsoft Outlook 2007.

Product customisation via plug-ins

janusSEAL for Outlook has been made extensible via the use of a plug-in architecture. Allows for further customisation of the standard janusSEAL for Outlook product to suit organisation needs. Some examples:

  • pre-loading of selected security classifications when sending Outlook auto-generated generated email to avoid the need for a user to manually select a classification before sending
  • integration with encryption technologies to automatically apply cryptographic formats such as such as S/MIME, PGP and Identity-Based Encryption
  • user warning on attempting to send sensitive information which is too sensitive for delivery to the recipient(s)
  • integration into other systems such as Electronic Document Management Systems
Microsoft Office attachment scanning

janusSEAL for Outlook can determine the security classification of protectively marked Office documents. The security classification of a message cannot be set to a value less than the security classification of any attachment. Security classifications can be added to Microsoft Office documents using tools such as janusSEAL Documents.

Below is an image of the classifications that are available to a user before adding an Office attachment:

After adding a CONFIDENTIAL attachment the user cannot select a classification other than one of the CONFIDENTIAL types:

Allow, warn or prevent downgrading of classification on reply or forward

When a user replies to or forwards a classified message, janusSEAL for Outlook can:

  • allow the user to select any of the available classifications
  • allow the user to select any of the available classifications, but will show a warning if they set a classification that is lower than the original message's
  • only allow the user to select a classification which has the same or higher sensitivity when compared to the original

In the images below janusSEAL for Outlook has been configured to show a warning to the user if they downgrade the classification. In the first image the user attempts to forward a CONFIDENTIAL message as PUBLIC (thereby downgrading the classification):

janusSEAL for Outlook warns the user:

If the user clicks the Cancel button then the classification is reset to that of the original.

Unlimited number of security classifications

janusSEAL for Outlook can use a large number of security classifications if an organisation so requires. In fact, the number is theoretically unlimited. Full control of the security classifications available is through use of janusSEAL Schema. This can be used to generate new security classification schema definitions or extend existing sets available from the janusNET website.

Packaged as MSI

janusSEAL for Outlook is provided as a ready-to-deploy Microsoft Installer (MSI) package. It can be deployed silently using standard tools, such as Active Directory and Group Policy, or Systems Management Server. Alternatively, for evaluation it can be installed directly on the desktop.

Configuration using Group Policy

janusSEAL for Outlook is provided with Group Policy Administrative Template (ADM) files, ready to be imported for configuration using the Group Policy Editor. With the use of Active Directory Security Groups, configuration can be easily customised for various machine and user groups. Additional capabilities, such as the ability to classify at higher levels, can easily configured for higher clearance users on more secure workstations.

Pre-packaged configurations for common environments

janusSEAL for Outlook is supplied with two configuration sets (in the form of pre-made ADM files) suitable for use by all organisations, but specifically meet and exceed standards required by :

  1. United Kingdom Government agencies
  2. Australian Government agencies
Native C++ implementation

janusSEAL for Outlook is 100% C++ compiled code. It is does not depend on any interpreters, such as .NET or script. This means janusSEAL for Outlook is

  • Faster to load than .NET extensions
  • Operates in all modes of sending email (Explorer/Shell context menus and Send To)
  • More predictive and stable behaviour, in that it independent from operation of other extensions which may be unstable

 


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