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integrity of the classifications If everyone in the organization could mark a message Company Confidential, the classification itself would lose its meaning Configuring an Outlook 2007 client involves three steps: 1 Exporting the message classifications from Active Directory 2 Placing the message classifications file on the client 3 Modifying the client s Registry to utilize the message classifications file
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Exporting the Message Classifications Exporting the message classifications is done using a mixture of Exchange shell commands and a script that ships with Exchange Server 2007:
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"<identities of classification>" | Get-MessageClassification | \Export-OutlookClassificationps1 > path\classificationsxml
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NOTE The script Export-OutlookClassificationsps1 is found in the \scripts subfolder of the Exchange
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installation folder This will export the designated message classification(s) listed into an XML file using the following format:
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< xml version="10" > <Classifications> <Classification> <Name>Company Confidential</Name> <Description>This message contains proprietary information and should be handled confidentially</Description> <Guid>19e795ab-f38c-4d55-a009-0a3ad32ffc1f</Guid> <AutoClassifyReplies/> </Classification> </Classifications>
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Copying the Classifications File The XML file needs to be copied to a folder on the client
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the path will be used in the last step
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Modifying the Local Registry The Registry path HKEY_CURRENT_USER\Software\
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Microsoft\Office\120\Common\Policy will need to be created and with the following Registry entries:
Registry Value Name EnableClassifications TrustClassifications AdminClassificationPath Type REG_DWORD REG_DWORD REG_SZ Data 1 1 <path to classifications file>
15:
Regulatory Compliance
FIGURE 15-7
Outlook 2007 supporting message classi cations
Once this is complete, Outlook 2007 will support the message classifications listed in the XML file, as shown in Figure 15-7 Remember that all users utilizing the same classifications will need to have them installed locally as part of the classifications XML file
Other Compliance Considerations
Now that you ve seen the various features of Exchange that apply to compliance, let s take a step back out of the technology and address some of the issues surrounding Exchange and compliance
PART V
Implementing Access Control
It s all well and fine to implement the compliance-related features of Exchange retaining specific e-mails, moving others to special folders, journaling mailboxes, and so on but those technologies are only a part of the larger plan to be able to prove compliance So think about the proving part: It most likely involves an auditor or someone from the legal department
Part V:
Security
searching for and reading e-mail, and at the same time involves keeping inappropriate eyes from seeing confidential data (which can include the Exchange administrator!) Determining appropriate access who, how much, when, and so on needs to be a part of the compliance plan This includes the following: Who has access to user mailboxes, individual folders, and so on Who has administrative access to manage retention and journaling settings, Transport rules, and message classifications What ethical walls need to be established to keep protected data from inappropriate eyes Where will journaling be directed to (internal mailboxes, an external archiving system, and so on) Who has access to journal mailboxes (assuming the journal recipient is an internal mailbox) or the external archiving system Are messages only being read by the intended recipient So it now becomes clear that compliance is not just about turning on the Exchange features, but looking at Exchange as a whole and developing a comprehensive plan for compliance Most of these issues are addressed by making simple proactive decisions about who will have access, documenting the access, and periodically auditing the access controls to ensure nothing has changed The establishment of ethical walls is accomplished using a combination of Transport rules, message classifications, and distribution groups Ensuring only intended recipients read e-mail is done using message encryption
Ethical Walls
If you re unfamiliar with the concept, an ethical wall is simply an enforced logical separation of individuals or departments Transport rules can be used to create an ethical wall via the following steps: 1 Create distribution groups for the sets of mailboxes that should remain on either side of the ethical wall 2 Ensure the appropriate message classifications exist to identify only those messages that should not be crossing the wall 3 Create a Transport rule that checks to see if the message has the appropriate message classification and is being sent between the two distribution groups, as shown in Figure 15-8 4 If necessary, create a second Transport rule with a higher priority that automatically sets the message classification based on sender and message content
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