Understanding DLP and Sharing Personal Documents Safely: A Guide for TCS Employees
As an employee at TCS, maintaining compliance with the company's email policies is crucial. This guide will help you understand the implications of sharing personal documents outside of official channels, such as using personal email IDs, and the role of DLP (Data Loss Prevention) in safeguarding company data. Understanding these policies is important to avoid violations and protect your career.
Avoiding Violations in Data Sharing
When it comes to sending personal documents from your TCS mail to a personal email ID, it might seem like a small, inconsequential action. However, this can trigger internal security protocols unless managed correctly. Implementing the Ultimatix way is essential, as it aligns with TCS policies and minimizes the risk of potential violations.
The Impact of Not Following TCS Guidelines
If you bypass the Ultimatix method and send sensitive documents to your personal email, this can be considered a violation, especially during audits. DLP systems, which monitor email content, are designed to prevent data breaches. If such systems detect sensitive or private information in your email, they may trigger an incident to the internal security team.
When a document is flagged by a DLP system, it triggers a security alert. If identified as a security threat, the email will be blocked from being sent to your personal email. This is done to protect company data and prevent any potential security breaches. Therefore, it's vital to follow the proper procedures and use the provided methods such as the Ultimatix way to ensure the safe and compliant sharing of documents.
Correcting Violations and Ensuring Compliance
The DLP system is designed to flag documents that match pre-defined criteria, such as containing sensitive or private information. If a document is flagged, you can avoid further issues by following these steps:
Ensure the subject line of the email is clearly labeled as PERSONAL to indicate that the content does not contain sensitive or company data.
Follow the TCS guidelines for the appropriate method of sending personal information. The Ultimatix way is recommended due to its alignment with company policies.
Keep a record of your actions in case of future audits or compliance checks.
By following these steps, you can minimize the risk of triggering a security alert and ensure that your personal documents are shared safely and in compliance with TCS policies.
Consequences of Non-Compliance
There are serious consequences for not adhering to TCS's email policies. Sending personal documents to your personal email without using the proper method can lead to:
Data breaches: Unintended sharing of sensitive information can put the company and its employees at risk.
Internal investigations: Your actions may be reviewed, leading to possible disciplinary actions.
Reprimands or penalties: Depending on the severity, you may face formal warnings, reprimands, or penalties that could impact your career progression within the company.
It's important to be aware of these risks and adhere to best practices to protect your career and the company's data integrity.
Conclusion
In conclusion, understanding and complying with TCS's DLP policies and guidelines is not just a technical requirement; it's a crucial aspect of responsible digital citizenship in the workplace. By respecting the recommended methods for sharing personal documents and labeling them appropriately, you can avoid violations and ensure the safe handling of sensitive information. Making informed choices about your email usage demonstrates your commitment to the security and integrity of the company's data and your professional responsibilities.