The challenge
of email in business…
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| Email
is now a significant communication channel in modern
businesses. Your
organisation probably relies on email each and
every day to make your business work. That’s
why it’s important to address the challenges
of email, and find ways to reduce the risks associated
with a dependence on email in your workplace. |
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| Some of the
challenges associated with email in business: |
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Industry
sector email compliance |
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The threat of virus infection |
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Inappropriate material (spam)
flooding your business network |
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Email abuse by employees |
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Disaster recovery |
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Email overload – controlling
the volume |
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The challenge of unstructured
email archives |
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Quick search and retrieval of
email |
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Untampered access to litigation
evidence in email |
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Email policy enforcement |
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| MessageStream
can help your business |
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| By first routing
business email through MessageStream, you begin to considerably
reduce the threats normally associated with messaging within
modern businesses. |
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| Industry
sector email compliance |
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| You’ll find
many industry sectors now have strict guidelines on the
handling and safe keeping of documents, including email.
It’s not uncommon for governing bodies – the
UK’s Financial Services Authority (FSA) for example – to
insist emails are saved securely and be accessed in the
event of a dispute for many years. |
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| For some companies,
this is a tall-order. Putting a structured email retention
system in place that will stand the test of time is often
beyond the current abilities and budget. |
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| By implementing MessageStream,
you are immediately adding compliance to your business
in terms of email retention, email governance and email
filtering. |
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| The threat
of virus infection |
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| Because your company
network gets busier and busier by the week, it can become
increasingly difficult to keep your virus protection up-to-date
on all PCs and servers. |
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| Virus infection can
cause untold damage to your network, your reputation and
your profit. |
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| By first routing
your email through MessageStream you are taking the fight
against malicious code away from your network, and adding
a vital extra layer of protection – inbound email
is scanned by multiple-vendor virus engines which are updated
with the latest virus signatures regularly throughout the
day. |
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| Inappropriate
material (spam) flooding your business network |
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| Spam just gets worse – there
are no signs that the tide will ever turn. Many server
or PC based spam detection systems now fail to keep up
with the ever-changing methods adopted by today’s
multi-million dollar spamming industry. |
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| By allowing spam
into your company’s network, you are exposing your
employees to inappropriate content, and causing a negative
impact on employee productivity. |
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| MessageStream reduces
the spam coming into your business by 97%. By using adaptive
and sophisticated scanning techniques, spam is almost wiped
out on your network. And that’s been certified by
independent testing organisation West Coast Labs in a recent
audit of MessageStream. |
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| Email
abuse by employees |
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| There’s a growing
awareness in business that email, whilst being a very powerful
communication tool, if not used incorrectly can be costly
in terms and reputation and profit. |
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| Knowing what your
employees are sending and receiving via email is important
if you have reason to believe email is being misused. That’s
why MessageStream allows you to securely access any email
that’s been delivered to or sent from your network
quickly and easily, subject to your own internal email
policies. |
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| Disaster
recovery |
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| One of the key concerns
in modern businesses is disaster recovery. Disaster recovery,
or DR, is an action plan designed to keep your organisation
running should a major event affect the normal operation
of the business. |
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| As part of that plan,
you need to include the survival of communication between
staff, and to those outside your business. Apart from voice,
the other critical medium is email. |
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| By using MessageStream,
you have immediately accessible options during a DR situation.
Because we have the ability to redirect your email instantly,
you don’t have the worry about time-consuming propagation
normally associated with DNS (Domain Name Server) changes – sometimes
up to 48 hours! |
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| When you’re
offline, you can be safe in the knowledge that MessageStream
is queuing your email – not bouncing it back. |
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| You can then either
redirect email to an alternative mailserver, or choose
to use our hot-standby Emergency Email System which provides
instant POP3 (for use directly in Outlook, for instant)
or through a browser using WebMail. |
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| After the event,
you can restore all the messages back to your mailserver
handled during the outage. |
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| Email
overload – controlling
the volume |
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| Because MessageStream
works in the space between your broadband ISP and your
company network, only the legitimate email arrives into
your network – the junk and detected malicious emails
are removed. |
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| One of the most serious
threats to email is overload – too much unwanted
email making its way into your business. This means your
staff have to trawl through their inboxes to get to the
genuine emails each morning and are bombarded with nuisance
emails throughout the day. What’s more, if you have
local email depositories that contain spam, your archives
will quickly fill up and become unmanageable. |
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| MessageStream can
significantly reduce the volume of email coming into your
business by intelligently taking out what’s not wanted.
This means you save valuable time and resources, plus Internet
bandwidth, providing an immediate cost saving. |
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| The challenge
of unstructured email archives |
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| Where do you store
your emails now? Probably on a central server, or within
Outlook on your PC, for instance. |
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| Whilst this indeed
provides some degree of accessibility, the email is often
the original, not a copy, which means that it can be deleted
and lost easily, especially if email archiving is the responsibility
of the end-user. What’s more, if you store emails
in a depository with no structure, it can be almost impossible
to reach in and quickly find a single email from the many
hundreds or thousands your company receives each day. |
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| By using MessageStream,
we store a copy of each email off-site and away from your
network and existing practices. The emails are stored in
individual user accounts and can be accessed by the end
user or central management immediately using powerful search
and retrieve tools. Also, because the junk emails are accurately
removed, your archives are likely to be much smaller containing
only relevant information. |
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| To ensure data integrity,
every ‘good’ email is archived and any archive ‘views’ are
recorded to provide a permanent audit trail for your protection. |
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| Quick
search and retrieval of email |
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| Having email archives
in one thing – accessing the data within them is
another. |
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| It is increasingly
important for businesses to get to important business emails
quickly and efficiently should the need arise. |
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| Those businesses
using MessageStream have instant access to all emails within
their business using quick search and retrieve tools. These
are distributed at a user level, section manager level,
or by your management team. |
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| When an email is
located, you have the choice to view the email or re-send
it to your mailbox, subject to your company email policy
restrictions. |
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| Untampered
access to litigation evidence in email |
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| When presenting information
in an internal or legal dispute, it’s important the
information can be relied upon. Whilst you may hold emails
within Outlook, for instance, it’s often hard to
prove the email hasn’t been tampered with, or even
deleted. |
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| By using MessageStream,
you can be sure the archives contain encrypted emails that
have not been tampered with or individually deleted, and
this can be documented in a dispute situation. |
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| Email policy
enforcement |
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| All businesses that
use email should have an email policy in place, one that
can be altered easily should circumstances change. |
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| By using MessageStream,
you have full access to the Email Policy Manager, which
allows you to create and distribute your company’s
email policy to every email user. With enforcement tools,
you can be sure each employee agrees to the policy, to
safeguard the use of email within your business. |
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