What is Email Encryption powered by OpenText Secure Cloud?
DataComm Email Encryption powered by OpenText Secure Cloud is a managed service that automatically encrypts sensitive emails based on policy, content, and user choice, while keeping the experience as simple as possible for everyone involved.
With DataComm + OpenText Secure Cloud, we:
- Inspect outbound email for sensitive content (keywords, patterns, attachments, classifications)
- Automatically encrypt messages that meet policy or user-selected criteria
- Provide secure delivery via TLS, secure web portal, or other supported methods
- Centralize control, logging, and reporting for audit and compliance
Instead of relying on users to “remember to encrypt” or juggling multiple tools, you get a central, policy-driven encryption service managed by DataComm.
Why organizations choose Email Encryption
Email is still the primary way sensitive information leaves the organization:
- Users regularly send financial records, HR files, PHI/PII, and contracts via email
- Regulators and customers expect strong protection for data in transit
- Native tools are often underused or inconsistently configured
- Manual “encrypt this” steps are easy for users to forget
- Proving encryption for audits or legal matters can be difficult
DataComm Email Encryption powered by OpenText Secure Cloud addresses these challenges with automated, policy-based protection plus a clean user experience.
How DataComm Email Encryption powered by OpenText Secure Cloud works
We combine content-aware policies with flexible delivery options and centralized management.
Assess Policies & Data Flows
We start by understanding what needs protection:
- Identify sensitive data types (PII, PHI, financial, legal, client data, etc.)
- Map regulatory and contractual requirements (HIPAA, GLBA, GDPR, state privacy, industry rules)
- Review your current Microsoft 365 or other email environment and existing controls
- Determine who needs encryption, when, and how recipients will access messages
From there, we design a policy and workflow model that fits your business.
Deploy OpenText Secure Cloud Integration
Next, we implement the email encryption service:
- Integrate your mail environment with OpenText Secure Cloud (connectors, routing, or gateway configuration)
- Configure policies to detect sensitive content (patterns, keywords, classifications, groups)
- Enable user-triggered encryption (subject line tags, add-ins, or other supported triggers as appropriate)
- Set up TLS, portal-based secure delivery, and/or other supported delivery modes
Your outbound mail is now inspected and routed through a managed encryption service.
Protect & Deliver Secure Email
Once online, encryption happens automatically where needed:
- Outbound messages are evaluated against policies and user triggers
- Emails that meet criteria are encrypted and delivered using the most appropriate method:
- Opportunistic or enforced TLS for trusted partners
- Secure web portal access for external recipients who can’t support TLS or need additional security
- Recipients receive clear instructions for accessing secure content
Users send email as usual—encryption is built into the flow, not bolted on.
Monitor, Report & Refine
Over time, we keep the service aligned with your risk and compliance needs:
- Monitor encryption usage, failures, and exceptions
- Adjust policies to reduce false positives and catch new risk patterns
- Provide reporting for compliance, customer audits, and internal governance
- Support investigations, incident response, and proof-of-encryption needs
Your email encryption posture improves and adapts as your organization evolves.
Key capabilities of DataComm Email Encryption powered by OpenText Secure Cloud
We’ve designed our service around four core pillars.
Policy-based, automatic encryption
We take the pressure off end users:
- Content-aware rules that scan subject, body, and attachments
- Pattern matching for PII, PHI, financial data, and other sensitive elements
- Group- or role-based rules (e.g., all outbound mail from HR or Finance)
- User-triggered encryption options where appropriate
Email is encrypted by design, not by memory.
Flexible, user-friendly delivery options
We make secure delivery practical:
- TLS-based encryption for organizations that support it
- Secure web portal access for recipients without compatible infrastructure
- Options for message expiration, recall/disable, and read receipts (where supported)
- Mobile-friendly access for recipients on the go
Recipients can access secure messages without jumping through unnecessary hoops.
Centralized control, logging & audit
We provide visibility and governance:
- Centralized policy management via OpenText Secure Cloud
- Logging of encrypted messages, access, and delivery status
- Reporting for compliance, audits, and incident response
- Integration with broader security and governance processes
You can prove that sensitive messages were protected.
Managed service from DataComm
We handle the complexity:
- Initial design and policy setup tailored to your environment
- Ongoing policy tuning and troubleshooting
- Coordination with your Microsoft 365 or other email admins
- Support for user education and change management
Your team gets enterprise-grade encryption without becoming encryption experts.
What you get with DataComm Email Encryption powered by OpenText Secure Cloud
A typical engagement includes:
Who is DataComm Email Encryption powered by OpenText Secure Cloud for?
This solution is a strong fit if:
- Your users routinely email sensitive data to customers, partners, or vendors
- You operate in a regulated space (healthcare, financial, legal, public sector, etc.)
- Customers and partners are asking for proof of email encryption and data protection
- You rely on Microsoft 365 or other cloud email but want more robust, managed encryption
- Your security or compliance team wants consistent, auditable encryption across the organization
USE CASES
Explore the Possible Applications of Managed Firewall
Protecting Customer & Patient Data
You handle personal, financial, or health information via email:
- Policies detect PII/PHI and automatically encrypt outbound messages
- Staff continue to use familiar email tools while encryption happens in the background
- You can demonstrate to regulators and customers that sensitive mail is protected in transit
Securing Legal, HR & Executive Communications
You need confidentiality for high-sensitivity conversations:
- Messages from specific departments or groups are encrypted by default
- Executive and HR communications get an added layer of protection
- Access is logged and available for review if questions arise
Meeting Contractual & Vendor Requirements
Clients require encrypted communications as part of doing business:
- DataComm helps map contractual language into concrete encryption policies
- OpenText Secure Cloud provides logs and reports as evidence of compliance
- You reduce friction when responding to security questionnaires and audits
FREQUENTLY ASKED QUESTIONS
Common questions
No. It complements them. We integrate with your existing environment and enhance how email is encrypted and managed, especially for outbound messages and external recipients.
In most cases, yes. We support a wide range of enterprise firewall vendors and will evaluate your current platforms during the assessment phase.
Typically, no. Most organizations keep using Outlook, Outlook on the web, or their existing clients. Encryption is driven by policies and simple triggers, rather than a brand-new UI.
Yes. Depending on the delivery method, they may receive messages over TLS or via a secure web portal with straightforward access steps. We can align the experience with your user base.
Encryption adds minimal overhead in most cases. We design routing and policies to balance performance with security, and we monitor for any delivery issues.
Policies are configurable. DataComm can adjust rules, retention, and workflows as your regulatory environment, contracts, or risk appetite change.
Next steps
To tailor DataComm Email Encryption powered by OpenText Secure Cloud to your organization, we recommend documenting:
- The types of sensitive information frequently sent via email
- Which teams or roles have the highest encryption needs
- Any applicable regulatory, contractual, or internal policy requirements
Ready to harden your network against active threats?
Schedule an Email Encryption strategy session with DataComm to design and deploy a policy-driven, OpenText Secure Cloud–powered encryption service that fits your users and your risk profile.