Creating a Content Filter Policy
In this example, we create a policy to check outbound email messages for resumes.
Since we are creating a new policy, the Action will be set to Archive at first as a safeguard against errors. Neither the Sender nor Recipient will be informed of the message evaluation. Edna Brokaw, the human resources manager, will be automatically notified. Additionally, if the message being sent contains Edna's name (as appears in her signature at the end of her emails), the message will be ignored if a match is made.
1. Click the Content Filter/Set Policy page, then the Create button that appears above the Policies list.
2. In the Policy name field, enter a name for the policy, in this example, Outbound Resumes.
3. Select whether or not to monitor Inbound mail, Outbound mail, or Both.
4. Define the Action to take whenever a match is detected.
Choose Archive to copy the email but deliver the original to the intended recipient.
Choose Quarantine to move, without delivering, the message to the quarantine directory.
Choose Delete to remove the message from the server without saving or delivering it.
5. Click the Add button below the Keyword lists field and enter the word or phrase you want to scan for. Add (i.e., create) a new keyword for each word or phrase that we want the content filter to check for.
6. Put a check in the Check Synonyms box to have the content filter suggest additional words with a similar meaning. By default, these suggested words are not used during the checking.
a. In the Synonyms list box, highlight the keyword for which you want to check synonyms, and click the word or words in the Exclude list to move them to the Include list.
b. Click the << or >> button to move the word from one column to another. For this example, select Curriculum Vitae and move it to the Include list. None of the other synonyms apply.
7. In the Take NO Action of Message Contains field, enter the name of Edna Brokow, the HR manager, to exempt her email from the policy. (Do this to allow Edna to reply to any inbound messages that contain resumes sent to the HR department.)
8. 8. Configure the Notifications so that Edna is automatically sent an email whenever a violation of the Resume policy is detected. Put a check in the Send To check box and enter Edna's email address (use Internet email format, for example, edna@company.com, and separate multiple email addresses with a comma). The message sent is as follows:
"Edna: I will be forwarding an email to you for review. Please determine whether this individual is sending out resumes from the office. The email was delivered, but if the behavior continues you may want to discuss policy with him or her."
Because of the sensitive nature of this policy, neither the message sender nor intended recipient are informed of the action. Alternatively, you could have a mild warning automatically sent to the Sender:
"A message you sent appears to be an application for a job outside the company. We do not condone the use of company time and equipment to solicit employment; please refrain from this behavior in the future. If you feel that you've received this message in error, email your concerns to the following address: admin@yourcompany.com."
9. 9. Click OK to add the policy to the Policy list on the Content Filter page.
See also: