The response from the departments using HENNGE One has been positive, and we have been pleased with HENNGE’s prompt and attentive support response.
— What made you consider HENNGE One?
At the time of 2017, we were implementing terminal security measures, anti-virus measures, server log management, and email transmission hold, but the man-hours for operation and management and the load on the user side were increasing, and we needed to introduce some kind of mechanism. At first, we checked if it was possible to achieve this with the standard functions of the Microsoft 365 email service used company-wide, but found it difficult, so we considered introducing a different service. At the time, when sending files via e-mail, we were using PPAP (password-protected ZIP file operation), but manual ZIP encryption of attached files was taking a considerable amount of man-hours, and this was becoming an issue. HENNGE One (HDE One at that time) came up as a candidate.
— What was the reason why you chose HENNGE One?
After comparing multiple services, we finally chose HENNGE One for two main reasons: First, it was a system that could be deployed and controlled on the server side, rather than being installed on terminals, which would have placed a heavy burden on users and administrators alike. The second reason was that it was provided as a cloud service, rather than an on-premise type, which requires time-consuming system construction, operation, and management. We did not want to have our own servers as much as possible, and with HENNGE One, HENNGE provides the necessary servers, and we only need to manage the users, which leads to a reduction in operational man-hours. In addition, the ability to use a multifunctional service was a deciding factor.
— Please tell us how you are using HENNGE One.
We have about 2,000 users at about 90 locations nationwide, including group companies, and we first introduced HENNGE One in June 2018 in our own department, and the company-wide rollout began in August 2018. At that time, we started using three functions: HENNGE Email DLP, HENNGE Email Archive, and HENNGE Secure Transfer. The reason for introducing HENNGE One was to prevent misdirects and to automatically encrypt ZIP files, but since HENNGE One has a variety of other functions, we wanted to complete as much as possible within one service, so we switched to HENNGE One for the archiving function and the function for sending and receiving large files, which we had been using with our internal system. We switched to HENNGE One.
— What made you consider using HENNGE Secure Download this time?
Around 2020, there was a growing movement toward de-PPAP, in which ZIP files with passwords and passwords are sent in separate e-mails, and in November 2020, the government announced the abolition of PPAP, so we were required to take some countermeasures.
However, at that time, there was still little information available on the best solution to realize the de-PPAP. Therefore, we began a full-scale study in the spring of 2021. We considered and verified multiple services, and at one point almost decided on another company’s service, but decided not to introduce it due to the need to change usability operations. At that time, we received a proposal to add HENNGE One functions to the system, and we decided to adopt it in June 2022.
— What were the deciding factors in adopting HENNGE Secure Download as a measure against PPPAP?
Since many employees use this e-mail function every day, user-friendliness and convenience are important, and with HENNGE One, users are not even aware that they are using it. The administrator side was also attracted by the fact that the settings could be used without modification, making it easy to operate and start using the system immediately at the touch of a button. As a result, we were able to start using the system smoothly without any resistance when we switched.
— How did you deploy the system within the company?
In September 2022, with the cooperation of the HENNGE Customer Success Team, which is in charge of promoting the use of HENNGE One and providing consultation on its operation, we first implemented and verified the system in the Systems Department. The main purpose was to confirm that the system was easy to use and that there were no problems with the target files, including the emails automatically sent by the system. Since this is a system for sending e-mails, we also needed to understand how the system would look from the receiving end, so we set up a domain for verification and conducted a reception test. After we were able to see how the management side would respond to some extent, we decided to roll out the system company-wide in November 2022. In parallel with the initial use of the system, we also prepared an announcement for our external business partners and gave them advance notice of the system.
— What was the response after the company-wide rollout?
For the first month or so after the rollout, we received questions from both users and recipients. The response was not rejection based on an understanding of PPPAP, but mostly inquiries about how to use the system. We also created a template with sample answers to questions such as, “I have received this question from the recipient, how should I answer it?
— How do you respond to requests for exceptions to this system?
Of course, there are cases where the download method is difficult for some clients, so we sometimes make exceptions. However, our principle policy is to use the method we have introduced this time, so we apply for exemptions via an application form and have it approved by the general manager.
— How do you see the effects of introducing HENNGE Secure Download?
First and foremost, we were able to smoothly implement the PPAP-free system. We have realized the importance of e-mail security within the company. We also feel that it has been very effective in appealing to our business partners that DIS values the latest in e-mail security. In fact, through the use of the system, we have heard that many of our business partners are interested in the PPAP-free system itself, and there are an increasing number of cases that lead to proposals to our customers.
As a new feature, it is now possible to cancel the URL link to download a file that has already been sent. There is also a function that allows other people to check the sent e-mail, which is useful in preventing accidental transmission.
— How do you evaluate our support from proposal to implementation and operation?
HENNGE Customer Success always responds promptly and politely when confirming specifications, etc. They provide support from the perspective of helping us establish the system, such as working with us to come up with sample responses to our inquiries, which gives us a sense of security. In addition, the various manuals posted on the HENNGE One help site are easy to understand, and we especially used the user manuals when we deployed the system internally.
When a problem occurs, we are notified quickly, and they help us to isolate the problem to our company alone, which gives us a sense of security. Also, when changing settings, HENNGE handles the change requests based on our company’s settings. This is a very generous response that other manufacturers do not provide, and it is very helpful. We don’t have to spend time on operations and can focus on our core business.
— Please tell us about your future development and your expectations for us.
We still have a lot of work to do, such as strengthening our response to the cyber risk of email attacks, which are becoming more sophisticated every day, taking measures to protect files sent and received outside the company via web conferencing tools such as Teams, multi-factor authentication, zero-trust, etc. We are also working on a HEN system to protect Exchange items on Microsoft 365 from malicious content and URLs. We would also consider implementing HENNGE Cloud Protection to protect Exchange items on Microsoft 365 from malicious content and URLs. Technology is ever-evolving, and we look forward to HENNGE’s ongoing commitment to new initiatives and continued new value delivery.