The Challenge

A mid-sized shipping company identified a critical risk: departing employees could export sensitive information from their emails to personal files. This created serious operational and compliance concerns, as sensitive data like client details and contracts could fall outside the company’s control. While third-party cloud solutions offered to prevent local storage, they introduced new problems with vendor dependency, potential data loss, and operational issues for a global team that often works with limited connectivity.

 

The Solution

The company implemented Astris built by Metadocs on Microsoft 365 to secure email data without sacrificing usability. This approach uses device-based restrictions to limit access to approved corporate laptops and Data Loss Prevention (DLP) policies to block unauthorized file exports. Additional safeguards like encryption, conditional access, and multi-factor authentication provide extra layers of protection. This strategy allows the company to maintain full ownership of its data while supporting daily operations. Properly managed local Outlook storage enables staff, including crews and frequent travelers, to work offline with a crucial feature for their business.

 

Results and Key Takeaways

The company successfully kept control of sensitive email data in its hands. The IT department gained the power to enforce policies, monitor access, and prevent accidental or deliberate leaks, while employees retained the flexibility they needed to do their jobs.