TW201723915A - Information management method and server for data protection in communication process - Google Patents

Abstract

The present invention is an information management method for data protection in communication process. The method comprises the following steps: using default rules to check a electronic data which is going to be sent to a external contact object; generating an interface for inputting an apply data; and determining whether to send the electronic data by the apply data.

Description

Information management method and management server in communication process

The invention relates to an information management method and a management server in a communication process, in particular to an information management method and a management server for preventing data leakage through a communication process.

The technical solution for preventing Data Loss Prevention (DLP) is to prevent important information from being leaked during the process including endpoint operation, network communication transmission process or storage process. Important information includes the company's intellectual property rights, financial or personal information.

Taking the financial industry as an example, in accordance with the Financial Management Association, the Financial Industry Security Maintenance Measures are promulgated. This method is used to regulate the financial institution’s personal maintenance measures, “Specified non-public service personal data file security maintenance methods”, and the applicable industries include Financial holding companies, banking, securities, futures, insurance, e-ticketing, other financial services announced by the FSC, and consortium corporations headed by the FSC, third-party payments are also applicable to the electronic ticket industry.

In order to meet the above-mentioned rules and regulations, improve information security, eliminate e-mail data leakage concerns, strengthen mail transmission security, and effectively control traffic and resource usage, it is necessary to comply with individual regulations and not affect normal business processes to improve work efficiency. And information management methods to reduce the risk of leakage of confidential information.

It is an object of the present invention to provide an information management method and a management server for solving a communication process in which the prior art is absent.

In some implementations, the information management method in the communication process of the present invention cooperates with a user terminal, a management terminal, a management server, and a communication device configured as an external contact object for downloading the electronic communication content. When the user terminal transmits an electronic communication content to the external contact object, the management server controls whether the related information of the user terminal during the communication process is sent or not, and the method includes the following steps: (a) the management servo When it is determined that the electronic data is prohibited from being sent according to a predetermined rule, a pending notification message is sent to the user terminal, and the electronic communication content is prohibited from being sent; (b) the management server generates an operation interface for receiving the The user terminal sends an application notification message corresponding to the application information to the management terminal according to the application information sent by the pending notification message; (c) the management server returns an audit message sent by the management terminal to the application data. And according to the approval information of the audit message, permission to send or prohibit the transmission of the electronic communication is allowed. The external contacts to the object; and (d) if it is determined to allow the management server transmits the content to the electronic communications The external contact object encrypts the electronic communication content into an encrypted file with a predetermined password, and transmits the electronic communication content.

In some implementations, the information method for preventing leakage of the electronic communication content further includes the following steps: (e) responding to a request of the external contact object, and generating a message containing the predetermined password and transmitting the message to the external Contact person.

In some implementations, the electronic communication content is a communication content of an email service, and the external contact object is at least one external mail address.

The present invention has at least the following effects: the management server prohibits sending or allowing the electronic communication content to be sent to the external contact object according to the approval information of the audit message, and if the electronic communication content is allowed to be sent to the external contact object, the electronic device The communication content is encrypted into a encrypted file by a predetermined password, and the electronic communication content is sent, which can effectively avoid the leakage of data during the communication process.

1‧‧‧Management Server

10‧‧‧Processing unit

100‧‧‧Information Management System

11‧‧‧User database

12‧‧‧ Scheduled Rules Database

13‧‧‧ audit record database

14‧‧‧External contact database

200‧‧‧Internal network

21‧‧‧User terminal

22‧‧‧Management terminal

300‧‧‧External network

31‧‧‧Communication servo equipment

32‧‧‧Communication device

S100~S105‧‧‧Steps

S201~S204‧‧‧Steps

S301~S303‧‧‧Steps

S111~S112‧‧‧Steps

S401~S403‧‧‧Steps

Other features and effects of the present invention will be apparent from the embodiments of the present invention. FIG. 1 is a schematic diagram of an embodiment of an information management system applied to an information management system in the communication process of the present invention; 2 is a system block diagram of a management server of the embodiment; FIG. 3 is a flowchart of the embodiment; 4 is a flow chart of the embodiment of FIG. 3; FIG. 5 is a flow chart of the operation of the user; and FIGS. 6 to 8 are schematic diagrams of an example of the operation screen of the user.

Figure 9 is a flow chart of an operation of the supervisor; Figures 10 to 15 are schematic views of an example of the operation screen of the supervisor

16 is a flow chart of an operation of an external recipient; FIGS. 17 and 18 are schematic diagrams showing an example of an operation screen of an external recipient; and FIGS. 19 and 20 are diagrams showing another example of an operation screen of an external recipient.

Referring to FIG. 1, an embodiment of the information management method in the communication process of the present invention is applied to an information management system 100. The information management system 100 has a user terminal 21, a management terminal 22, a management server 1, and a communication. The servo device 31 and a communication device 32. When the user terminal 21 transmits an electronic communication content to an external contact object, the electronic communication content needs to be sent to the external contact object through the management server 1. The communication device 32 is set as the external contact object for downloading the electronic communication content. The management server 1 and the user terminal 21 and the management terminal 22 transfer data to each other via an internal network 200. The internal network 200 is relative to an external network 300, that is, a message cannot be sent to the external network 300. The closed network architecture needs to be controlled by the management server 1 to determine whether or not to send a message to the external network 300.

Referring to FIG. 2, the management server 1 has a processing unit 10, a user database 11, a predetermined rule database 12, an audit record database 13, and an external contact object database 14. The processing unit 10 is configured to perform an information management method in the communication process of the present invention. The user database 11 records the user identifiers and passwords of the user terminal 21 and the management terminal 22 for different users to log in, and the processing unit 10 assigns different rights according to the previous setting of the user identifier. The predetermined rule database 12 stores predetermined rule data related to the prohibition of transmitting the transmission data to the outside. The audit record database 13 is a record of the misregistration of the electronic communication content that the management terminal 22 is prohibited from transmitting. The external contact object database 14 is related information for recording the object to be transmitted. The flow of the method of the present invention will be described below with reference to FIG.

Referring to FIG. 3, the user terminal 21 transmits an electronic communication content to an external contact object (step S201). In this embodiment, the user terminal 21 and the management terminal 22 respectively log in to a mail management program by using a user identifier and a password, and electronic communication is performed. The content is an email sent by the mail management program, and the external contact object is an email address, which is sent to the management server 1 via the management server 1 and submitted for review and approval to be sent to the email address. Then, the user terminal 21 receives the pending notification message (step S202). The user terminal 21 generates an operation interface for the user terminal 21 to input and issue an application data in the operation interface (step S203). The user terminal 21 receives the approval information of the audit message by the operation interface (step S204), thereby confirming whether or not the mail has been actually sent.

The management terminal 22 receives an application notification message corresponding to the application material (step S301). The management terminal 22 inputs a non-registration material corresponding to the audit message (step S302). The management terminal 22 issues an audit message for the application data (step S303).

When the user terminal 21 transmits the electronic communication content to the external contact object, the management server 1 receives the electronic communication content (step S100), and according to a predetermined rule (for example, the confidential technical word, the personal data protected by the personal data protection law) If the data content of the electronic communication content is determined to be prohibited from being sent, the electronic data is verified to be sent to the user terminal 21, and the electronic communication content is prohibited from being transmitted (step S101). ). The management server 1 receives the application information of the user terminal 21, and issues an application notification message corresponding to the application information to the management terminal 22 (step S102). The management server 1 prohibits transmission or permission to transmit the electronic communication content to the external contact object according to the non-reported data returned by the management terminal 22 (step S103). If the transmission is permitted, the management server 1 encrypts the electronic communication content into an encrypted file with a predetermined password (step 104). Then, the management server 1 transmits the encrypted file (step S105).

Referring to Figure 4, the flow of the method of the present invention continues with Figure 3 which further includes the following steps.

The management server 1 receives a request for the predetermined password (step S111). The management server 1 generates a message containing the predetermined password. The management server 1 transmits to the external contact object (step S112).

The communication device 32 receives the electronic communication content to which the encrypted file is attached (step S401). The communication device 32 transmits a request for the predetermined password (step S402). The communication device 32 receives the message containing the predetermined password (step S403).

It should be noted that the "communication process" referred to in the method of the present invention is not limited to the internal network 200 or the external network 300 of FIG. 1, as long as it is used for communication processes of various known communication tools or wired/wireless networks. The application for preventing leakage of internal information of an institution/enterprise to the outside is within the scope of the technology of the present invention.

The specific application of the method of the present invention takes the financial industry as an example. When a user performs a business process and sends foreign capital or smart information, if it is blocked, it will inevitably affect productivity. In order to solve the above problems, the technical principle of the present invention is that when the personal information or the smart information is sent out, the user can submit an application request for the e-mail to the unit supervisor, and after the supervisor's signing (approval/rejection) process, Clearly distinguishing between powers and responsibilities, shortening the release time and reducing the cost of post-mortem management, the e-mail can be sent out and encrypted by mail, which can protect the security of the e-mail transmission process.

The operational flow and operation interface of the method of the present invention are described below.

First, the operation flow of the user terminal 21 is as shown in FIG. 5. When the user terminal 21 sends an email to the external recipient's communication device 32, if the email contains a resource or smart data, the system will automatically detect it. The operation screen example is shown in FIG. 6 and FIG. 7.

2. If the rule for preventing the leakage of the personal capital or the smart data is triggered, the system automatically notifies the user terminal 21 of the email, and prompts the user terminal 21 to transmit the signing requirement. The supervisor is audited; of course, the user terminal 21 can also abandon the transfer signing requirement, and an example of the operation screen is shown in FIG.

3. The operation flow of the management terminal 22 is as shown in FIG. 9. The auditing supervisor opens the email through the management terminal 22, and determines whether it is forbidden to send or allow to send according to the content of the attachment. If the transmission is allowed, the [approval] consent (limited once); otherwise, the [refusal], the reason for the rejection is required to allow the user Knowing the reasons for the rejection, examples of the operation screen are shown in Figures 10-15.

4. Once the user terminal 21 receives the notification of the signing result, if it is [approved], the system automatically encrypts the email and sends it to the recipient. If it is [refusal], the system will not send the email. Avoid data leakage.

5. After the e-mail is approved for release, the management server 1 will automatically encrypt the information or the sensitive information in the e-mail, and generate an e-mail with another password letter, and the two e-mails will be sent to the external collection. The person.

6. The two operating procedures of the external recipient are shown in Figure 16. One is that the recipient will receive an email with an encrypted web page (html), and the recipient needs to enter the password in the encrypted webpage before viewing the webpage content. Examples of the operation screen are shown in FIGS. 17 and 18. The other is that the external recipient will receive two emails, one is an email with an encrypted PDF file, and the other is a password letter. The recipient needs to use the password to obtain the password for unlocking the PDF file. In order to view the PDF file, examples of the operation screen are shown in Figures 19 and 20.

7. If the communication device 32 of the external recipient cannot obtain the password, the management server 1 additionally sends a notification message with a password to the user terminal 21. After the user terminal 21 obtains the password by itself, the password is obtained. Notify external recipients in other ways (Email, SMS, Phone).

In summary, the method of the present invention is that the management server 1 prohibits sending or allowing the electronic communication content to be sent to the external contact object according to the data of the audit message, and if the electronic communication content is allowed to be sent to the external contact object, By encrypting the electronic communication content into an encrypted file with a predetermined password, the problem of data leakage during the communication process can be effectively avoided, and the object of the present invention can be achieved.

However, the above is only the embodiment of the present invention, and the scope of the invention is not limited thereto, and all the equivalent equivalent changes and modifications according to the scope of the patent application and the patent specification of the present invention are still The scope of the invention is covered.

S100~S105‧‧‧Steps

S201~S204‧‧‧Steps

S301~S303‧‧‧Steps

Claims (6)

An information management and control method in a communication process, cooperates with a user terminal, a management terminal, a management server, a communication servo device, and a communication device configured as the external contact object for downloading the electronic communication content, when When the user terminal transmits an electronic communication content to an external contact object, the management server controls whether the related information of the user terminal during the communication process is sent or not, and the method includes the following steps: (a) the management server is based on one When the predetermined rule verifies the electronic data and determines that the transmission is prohibited, a pending notification message is sent to the user terminal, and the electronic communication content is prohibited from being sent; (b) the management server generates an operation interface for receiving the user terminal. An application information sent by the pending notification message, and an application notification message corresponding to the application information is sent to the management terminal; (c) the management server responds to an audit message sent by the management terminal for the application data, and The approval information of the audit message prohibits sending or allowing the electronic communication content to be sent to the external link. Objects; and (d) determining if the management server transmits the content to allow electronic communication to the external contacts the object, the electronic communications with a predetermined contents encrypted into an encrypted password file, and transmits the encrypted file. The information method for preventing leakage of electronic communication content according to claim 1, further comprising the steps of: (e) the management server responding to a request of the external contact object, and generating a message containing the predetermined password to transmit The external contact object. An information method for preventing leakage of electronic communication content as described in claim 2, The electronic communication content is a communication content of an email service, and the external contact object is at least one external mail address. A management server for preventing leakage of electronic communication content, the management server cooperates with a user terminal, a management terminal, a communication servo device for transmitting an electronic communication content to an external contact object, and a setting for the external contact object The communication device for downloading the electronic communication content is operated in cooperation, and the management server is configured to control related information of the user terminal in the communication process, and the management server comprises: a predetermined rule database, and the storage is related to prohibiting sending Transmitting data to an external predetermined rule data; and an audit record database storing non-registration data related to the electronic communication content of the application that does not meet the predetermined rule; a processing unit according to the predetermined rule database The predetermined rule data is checked for an electronic communication content that is prohibited from being sent, and a pending notification message is sent to the user terminal, and the electronic communication content is prohibited from being sent; and an application data sent by the user terminal according to the pending notification message is received. And issue an application notification message corresponding to the application materials. The management terminal prohibits sending or allowing the electronic communication content to be sent to the external contact object according to the data of the audit record database; if the electronic communication content is allowed to be sent to the external contact object, the electronic communication content is reserved The password is encrypted into an encrypted file and the encrypted file is sent. The information method for preventing leakage of electronic communication content according to claim 4, wherein the processing unit further responds to a request of the external contact object, and generates a message containing the predetermined password to be transmitted to the external contact object. The information method for preventing leakage of electronic communication content according to claim 5, wherein the electronic communication content is a communication content of an email service, and the external contact object is at least one external mail address.