Enhanced Email Security and Operational Efficiency with HENNGE One: Accelerating DX through Secure File Sharing via Box
Daito Trust Construction Co., Ltd. is a comprehensive real estate company with the largest number of rental housing units under management in Japan. They leverage their end-to-end capabilities, from land utilization to rental housing construction, management, and brokerage, and are actively expanding internationally, including into the US market. Committed to enhancing customer experience through DX-driven operational efficiency and new value creation, the company recently implemented HENNGE Secure Download for Box to achieve further strengthening of email security and improvement in operational efficiency.
This time, we interviewed Mr. Takashi Endo, Manager of the System Management Section, Information Systems Department, and Mr. Masafumi Takasaki, Chief of the department, the key facilitators of the project.
Email Security Enhancement: A 2017 Initiative Coinciding with Groupware Refresh
— To begin, could you explain the circumstances that led to the introduction of HENNGE One in 2017?
In 2017, our company aimed to transition from IBM Lotus Notes to browser-based groupware accessible on any device and started separate projects to consider groupware and email services. Given the frequent exchange of confidential attachments like blueprints and building photos, we implement a strict email policy, restricting external email and attachment sending to employees above a certain position.
Back then, our policy mandated sending external attachments as password-protected ZIP files. However, this relied on employee compliance, leading to weak enforcement and the need for regular audits. To address this, along with replacing the email system, we decided to implement an automatic ZIP encryption and sending mechanism and received proposals from multiple companies. Eventually, we chose to use Microsoft Office 365 Outlook for email, integrated with HENNGE One (then HDE One). (Mr. Endo)
— What made you decide the choice?
We chose the combination because it significantly enhances email security for file transmissions without adding extra burdens for employees. Attachments are automatically converted to encrypted ZIP files, effortlessly ensuring secure file sending. The function to suspend emails after sending, which can prevent accidental transmissions, was also a decisive factor. (Mr. Endo)
— As a next step, you started using HENNGE Secure Download in 2022. Could you tell us about the background behind the decision?
We implemented this change to eliminate the practice of sending email attachments as password-protected ZIP files, known as PPAP. We decided to do so based on the November 2020 announcement from the Cabinet Office and Cabinet Secretariat, which highlighted security concerns and led to the abolition of PPAP in central government agencies. Our company also chose to discontinue PPAP due to worries that exchanging ZIP files could facilitate malware infections. (Mr. Endo)
Reasons for Introducing HENNGE One’s Integration for Company-Wide Box Adoption
— And this time, you adopted HENNGE Secure Download for Box, a HENNGE One feature to integrate with Box. Could you tell us more about how that came about?
As for the reason we introduced Box, a cloud storage service, was to promote DX by aggregating scattered files across the company into one place and utilizing them effectively. Another aspect was compliance with the Electronic Books Maintenance Act. As I mentioned earlier, we use Office 365, so we initially considered Microsoft services like SharePoint, but their capacity limitations led us to choose Box for its unlimited storage. (Mr. Endo)
With the introduction of Box, we explored migrating existing email attachments from HENNGE One’s cloud to Box, leading us to seek email services compatible with Box. Since HENNGE Secure Download had already achieved de-PPAP for outbound emails, our goal was to find a solution for securely and efficiently saving attachments from inbound emails as well. (Mr. Takasaki)
— As the compatible solution with Box, did you have HENNGE Secure Download for Box in mind from the beginning of consideration?
Of course, it was a strong candidate, but we also compared it with services from other companies. (Mr. Endo)
— After the comparison, what made HENNGE Secure Download for Box the preferred choice?
Switching systems would have posed risks, including network and transition adjustments, and required operational verification. Having used HENNGE One for many years, which has a stable, trouble-free operation, we trusted its high reliability and robust support, leading us to adopt HENNGE Secure Download for Box. (Mr. Takasaki)
— What was your primary focus when integrating with Box?
The function we introduced this time is for our business partners, so it was essential not to change the existing operations to prevent an influx of inquiries. HENNGE Secure Download for Box successfully met this crucial requirement. (Mr. Endo)
— Was the transition to HENNGE Secure Download for Box smooth in terms of configuration?
Yes. Thanks to support from the vendor and HENNGE, we were able to execute all operations smoothly. (Mr. Takasaki)
Increased Efficiency and Security in File Transfers Post-Implementation
— How many people are currently using HENNGE One?
About 20,000 people based on the number of accounts. (Mr. Takasaki)
— Could you tell us specifically how you are currently using HENNGE One?
Our employees can attach files to emails as before without tedious operations such as manual ZIP compression or password settings. Files are securely sent via HENNGE One, with automatic consolidation of file storage in Box. Both sending and receiving files—including those from business partners—are routed through Box, enabling all files to undergo Box’s standard virus scan for enhanced security. (Mr. Endo)
— How did you inform your business partners about adopting HENNGE Secure Download for Box?
On March 12, 2024, we announced the rejection and abolition of the compressed file attached to the email on our corporate website. In addition, we prepared and shared documents internally that we can use to notify business partners individually or respond to inquiries. (Mr. Endo)
— How was the response from your employees and business partners?
Immediately following the implementation, we received inquiries from several business partners who did not permit connections to Box. In such cases, we initially request that they ascertain whether Box connections are permissible within their organization. Only if Box remains unusable under all circumstances, we have a process in place where the responsible employee applies to my department for individual operational approval. I recognize the inconvenience caused by the inability to exchange essential files, which can impede business operations; however, exchanging files as ZIP files poses a significant security risk. For the mutual safety of our company and business partners, we intend to continue educating them about the importance of utilizing such a system. (Mr. Endo)
— Nearly a year after implementing HENNGE Secure Download for Box, what are your thoughts on its impact?
For employees, the reduced effort required to send files has demonstrably improved work efficiency. The introduction of HENNGE One has also strengthened security by systemically and reliably enforcing the prohibition of ZIP file exchange, moving beyond a mere rule. Moreover, securing all file exchange history provides significant peace of mind. (Mr. Endo)
In addition, users appreciate the email recall feature, which allows them to retract messages if an incorrect file is sent. Furthermore, the administration department can quickly address user inquiries by searching for relevant emails through the HENNGE One administration screen, enabling them to respond promptly and calmly. (Mr. Takasaki)
For Further Security Enhancement and Operational Efficiency
— What initiatives are you planning for the future?
Our company is deeply committed to digital transformation (DX). About two years ago, we established a dedicated department to drive DX initiatives. We aim to enhance operational efficiency and enrich the customer experience by leveraging technologies such as IoT and AI.
We are also evolving our work styles. In these three years, we successfully distributed smartphones to all employees. Moving forward, we anticipate a steady increase in the use of email and Microsoft Teams from outside the company, along with expanded access to internal systems from remote locations. (Mr. Endo)
So, we are currently interested in enhancing the security of our mobile device. I believe HENNGE offers solutions that could bolster our mobile security posture, and I’d like to explore those options. (Mr. Takasaki)
— Finally, could you please share your requests and expectations for HENNGE?
We have been using HENNGE One for almost eight years, and its stable operation without major issues has been truly remarkable. We currently only utilize a fraction of its capabilities for email security. We welcome your recommendations on how to leverage its features and functions more effectively to enhance our security and improve convenience. (Mr. Endo)