Confidential Documents Tom & Jerry - CiteHR
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Hai tom,
The It dept of every company monotors this. there are seperate softwares in the market which are being used by the IT companies to track the mails. these softwares monitor every mail which comes in and goes out. These softwares checks the attachments in the mails and they track the mails with the help of key words. this cannot be stopped all of a sudden. but when stringent action is taken against employees who cross the border, then it would be a good lesson for others and others will not try doing such a mistake

With respect to the confidential documents, we can follow the below said points to ensure document confidentiality
1. as a part of joining formalities, the employers should take a "Non Disclosure agreement" from the employees
2. Include the point "Secrecy & Confidentiality" in the appointment letter stating the employees should not do any malpractice in terms of copying, forging, transferring the official documents
3. add a penalty or disciplinary clause if the employee is found doing malpractice
4. ensure we have enough controls at the IT department side in terms of blocking mailing sites, and scanning the documents sent out
5. disable pen drive options, floppy disk options and cd writing options at all desks and if someone needs let them go through proper channel

Dear Tom,
Ask your IT dept. for filtering all the mails and keep track of database of outgoing and incoming mails of each employees of the company on monthly basis.
Even you can contact to the Wipro , they have some software for tracking outgoing and incoming mails of each employee.
Rashmi Pandey

You can't stop it completely. Only hard technology and strategy implementation can help to manage it (not stop it!).
Top management should know to whom they are transferring confidential data and why?. Dissemination of information should be precise and limited to the employees.
For this, the entire company corporate culture has to change.

Dear Josephr,
Once your management did't allow you take it out from the office, then dont need to send it on any other place.....on forum or on private mails....Dont disclose this.... I hope you dont mind.....
That what confidentiality is...

Hello Mr. Murthy,
I feel that you should change your perception first. When I first read Mr. Venu's comment I felt that there's a hidden meaning. I guess he expected to open a conversation with Tom.
If I were in our position i'd have politely asked him what he meant; or atleast would have told him in a much polished way " Mr.Venu, your answer is not clear or direct...if you intend to say something please be specific and clear". Instead you made a very sharp statement like "If u dont know the answer please ignore but dont give the stupid replies" , (not only this but your consequent comments sound a bit rude)which is not at all appreciable in a open forum.
As you yourself mentioned, everyone has the right to express their thoughts here without hurting one another.
By the way , this is my humble opinion...I'm not here for an argument.

Dear Tom,
If you have friends in Network or Network Manager in your office. You can consult with them to track the documents moving from desk to desk or to personal mails.
It is possible if the bulk mails moves from a single node to any servers.
Give me some more time. I will talk with my network guys and let u know in detail.

Dear Venu Sir,

Please forgive him & My friend murthy may be so rude but he might not have experience as you have and u r a matured person sir...................Please ussee egoistic issue na banaye..........I am sorry if i m wrong........

And Binzy........Please don't do this......don't take anyone's side........I know u r free to express your feelings.......but same way kal kisi ne murthy ki side le fir na chahte hue bhi 2 group ho sakte please do take care of it..........

And Murthy you should be so polite.....

Here once again i have a story for you..... Jab Ravan apne aakhri pal gin raha tha tab Prabhu Ramji ne Laxman ko jake uski aakhri khwahish puchhne bheja to woh Ravan ke sir ke pass jake puchha bol teri aakhri khwahish kya he??? Tab Ravan ne kaha me murkh se baat nahi karta.........Tab Ramji ne aake Ravan ke Pairo ke pass khade reh k do haath jodke politely puchha bolo aapki aakhri khwahish kya he? Tab Ravan ne Laxman ko bataya tha ki inke pass rehke kaise baat karte he woh bhi nahi sikha??????? Tab Laxman kuchh bol nahi paya tha.........So Always be polite............GIVE RESPECT & TAKE RESPECT.........

Now come to the point..........It is all up to the person how he keep all things secretly..... There is no any proper rules or way for it.........coz jab bhi koi rules banta hai to woh tutne ke liye hi...........


Viral Shah

:) :)

Dear Friends,

May I add My comments and suggestions on this topic!!!!

Mr. Venu - I like your way of approach in the beginning. You are trying to get the answer from Mr. Tom himself. Am I right??? I feel this discussion might have gone in a different way, if Mr. Tom replied you first. Happend is happend. Excuse all.

I do handle HR, IR, P&A and as an additional responsibility MIS also in my office. I have bit knowledge on your querry. Seniors please correct, if I express something wrong.

1. All mails can be filtered and blocked basing on the Subject Line (Example: Resume, job, job application, Interview, yahoo, gmail etc).

2. A copy of the sent mail can be forwarded to the superiors of the suspecious employee with the help of IT Department.

3. USB access can be disabled for all the users and permissions can be given to the authorised staff. (Pen Drive Access).

4. Through the physical verification by the security taking hard copies can be stopped.

5. Do not provide Floppy / CD writer facilities. This provision can be available with IT Dept as an ideal place.

6. As a last option, please try to keep the confidential information with an authorised and trusted person.

I hope these points may help you a bit. Above all, a thief will get 1000 ideas to enter in, when we are closing the doors tightly, because everybody will have their own brains and they too have some intelligence.

I feel I am not hurting anyone and my points may help.

With Best Regards,


I would suggest that gmail/yahoo etc to be blocked only for sending attachments.....
If we actually block these mails and stop emplyee from using them then we are actually being very strict on them like kids............then they will suffocate...............

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