Working securely in the public sector with Microsoft 365 email and calendar data

Pfungstadt, April 18, 2024 - For public sector organizations and systemically important utilities that fall under KRITIS guidelines, the rules for data security are even stricter than in other sectors of the economy. Nevertheless, these organizations also work with widely used and recognized software solutions such as Microsoft 365. As a result, public sector organizations must find ways to meet security requirements while providing a modern working environment for their employees and contributing external parties. Especially when it comes to digital collaboration in the form of independent data access or collaboration features.

To overcome this challenge, a state institution for occupational pension provision has now adopted a new approach. It relies on Microsoft 365, but at the same time encrypts the data processed and stored in it with the eperi solution. In this way, the company kills two birds with one stone: firstly, employees are equipped with an established cloud solution for everyday office work and, secondly, it is ensured that the data is not stored in plain text in the cloud. The special thing about this is that although the data is encrypted, the performance and functionality of Microsoft 365 is not restricted in any way. All operations, such as searching or sorting data, are available and all Microsoft interfaces (MAPI, ActiveSync, EWS, OWA, etc.) can also be used.

The solution's patented technology makes it possible to process pseudonymized data outside the boundaries of the data residency, as sensitive PII data is selectively encrypted before it is stored in the cloud. With the eperi solution, companies not only have their data under control at all times, but can also rely on maximum security for all cloud data thanks to modern crypto-agility. When introducing the solution, it is also helpful that it is flexible in terms of configuration and deployment and can be adapted as required. The scalable license model enables a gradual introduction in functional terms and avoids the risk of a “big bang”.

Areas of application and functions

1. Outlook Mail: The solution encrypts subject lines, text and attachments while retaining the search and sort functions.
2. Outlook Calendar: The solution encrypts appointment titles and their descriptions while retaining the search function.
3. SharePoint: The solution encrypts file or document content in forms and libraries.
4. OneDrive: The solution encrypts files or documents in OneDrive. The OneDrive client is supported, as is browser access.
5. Supported clients: The solution supports Outlook for Windows, Outlook for Mac, browser (OWA), as well as integration with special third-party solutions (e.g. Dell Quest).
6. Important functions: The solution offers a full-text search in encrypted documents, Office Online Apps and much more.

With the introduction of the eperi solution, the company pension fund has achieved its goal: functioning workflows and processes that continue as usual and at the same time ensure the necessary level of security. According to its own statement, acceptance of the office applications has increased by 20 percent and IT costs have fallen by 50 percent at the same time.