Properly manage emails to ensure Email Security

Companies must retain email, which means that effective storage and email management systems become increasingly important.
Despite being intolerable to spam, email is still a very important means of communication in enterprises so far. John Caudwell, CEO of retailer Phones 4U, banned his employees from using e-mails at work last year. But in real life, as long as you can manage emails correctly, you will find that emails are a way to increase value for the enterprise, rather than a stumbling block to the development of the enterprise.
This is a strange phenomenon. Although the email has left a poor impression on people, people have been constantly considering whether to continue using this technology, however, email is still a good tool. A general survey of IT systems shows that installing an email system will not only do harm to anyone, in addition, IT can minimize the waste of enterprises and obtain the most benefits from investment in IT infrastructure.
Reinstalling the system is part of the retailer's business. They are constantly looking for upgrades, services, and additional products. E-mails are very important to them, especially when Microsoft's Exchange 5.5 installation is making continuous progress, and these enterprises are starting to look for upgrades and new ideas.
Currently, email is a form of communication that everyone recognizes, although this form is not necessarily the first choice. Using this method is quite painful, mainly because of poor management, but this means a huge opportunity for retailers.
According to the research firm Butler Group, failure to effectively manage e-mails is a huge threat to enterprises, especially when there is no unified rules and regulations for everyone to comply, such threats are more dangerous.
The institution's report on email management claims: "Today, as part of litigation standards, enterprises have no choice but to provide emails to prove that they comply with the law, only these emails can be retained. "
"In fact, many companies still choose to let employees delete emails, rather than increasing the size of the inbox storage space. Therefore, enterprises must use the email management system, which can automatically save key emails, and equally important, in this way, you can find the required email as required. "
Effective management
For retailers, the most critical issue is to convince customers that the email management system is a practical system and not to make customers think of it as a technical problem. In the event of a problem, it is necessary for the enterprise to check the business cause of the problem, and there is no need to rely on the existing enterprise email system to achieve this.
As stated in the Butler Group report: "The fact that an enterprise must accept is that the public email system cannot provide effective email management. "
Similarly, public email systems, especially Email users, should not rely on the provided security measures and those that use web mail for backup. This report does not believe that email is a safe means of transmission, and it is recommended that users use a large number of digital certificates and secure websites to transmit content.
How to handle spam is a big problem for enterprises, but it provides retailers with a great opportunity to sell the ready-made software, or you can provide more integrated management services. However, spam processing is only one aspect of managing emails.
First, there should be a comprehensive email distribution management system. Microsoft's Exchange should have a good reason in this field. In fact, for Microsoft's Exchange, no one is willing to buy it any more, so as not to get angry, such as IBM.
Retailers should never ignore this system for this reason alone. However, they still have many opportunities to expand their use scope. Of course, you can have a lot of different options, but as a solution, you can provide them to users as soon as they need them.
There is no need to wonder that more and more companies are beginning to provide email management applications, but this does not include the software provided by spam filtering and anti-virus software providers. This is a headache for retailers. It is very difficult to evaluate the various software provided by many manufacturers and form a reasonable solution, therefore, there is no need to wonder that Exchange is so dominant.
However, there is also a risk. Retailers may turn a blind eye to other potentially attractive products and services, but sell only Microsoft products.
However, in one aspect, this is not a problem from the perspective of product capabilities, but on the other hand, it means that retailers will miss the opportunity to expand other services by selling products. After all, upgrading to Exchange 2003 is a comprehensive migration effort, rather than simply inserting several new CD-ROM.
"We should not deceive ourselves. Exchange is a de facto standard, but we may replace this product in some cases. Said Jamie Cowper, channel manager of Mirapoint, which specializes in email applications.
"Enterprises will certainly ask some questions. What is the current cost of running the Management System? Does it support data retention? How does it deal with problems with new applications such as VoIP and devices? Can I have a unified email address? How secure is the information transmitted through this system? "
Cowper believes that the application-based implementation method of Mirapoint is a method that can replace Exchange, and it can solve the existing daily management problems in Exchange users.
Mirapoint conducts a dedicated investigation and research on this issue. About 20% of respondents claim that management is their biggest headache. Cowper accused Exchange of a problem that requires a dedicated technical expert to maintain, and said: "We are trying to reduce the management of daily email systems. "
Only when a large number of problems occur in the original system can the company's email system be converted into a solution provided by another provider. Cowper wants Mirapoint to attract more RazorGate applications from "Quality retailers. Cowper believes that cost is a key factor for the functions and management systems of existing systems.
Since RazorGate applications can be customized, they provide comprehensive email management capabilities and have good security, so Cowper believes that this product has an extraordinary opportunity for retailers.

Another point of view
Paul Thackeray, head of Europe at Barracuda Networks, added: "a good alternative to Microsoft's Exchange is the use of professional, multi-level email management applications. "
This is very difficult for retailers. There is no doubt that these retailers also want to have a specially trained email manager and provide users with special service options in terms of management services.
Des Lekerman, managing director of Microsoft's retail Eurodata, said he encouraged users to upgrade to Exchange 2003 because the system can help them solve users' frequently-concerned issues, that is, managing and improving archiving.
Lekerman said that users want to have no spam in their mailboxes and want to ensure that their email services comply with financial and commercial regulations such as Sarbanes-Oxley law in the United States. They also want to implement mobile access. If Exchange is used, it means that additional software and configuration are required. Therefore, should Eurodata users consider using another Management System?
"In fact, what systems are used by users is not a problem. This is also true for applications that archive files and process spam. "Lekerman indicates. He also made the following additions. For many users, he believes that outsourcing email management is the best choice. "This can reduce the company's costs, improve services, and get better technical support. "
Two Mirapoint retailers also found that the demand for email management is changing, and their own services have been transformed into an endless stream of problems that need to be addressed.
"For enterprises, email security is the primary issue they need to solve. Today, our users want us to provide them with a customized solution that can work. "Said Andy Stevens, managing director of Nouveau Solutions.
Jaap Schram De Jong, director of Peracto Solutions, said, "We are very proud to say that we have 100% of our customers in maintaining our customer relationships. Therefore, for us, it is critical to provide users with solutions that bring us closer to our users. "
"In our experience, if we only use software to manage information security, the cost is too high and it is difficult to manage. In the end, there will be more risks for the company. "
Time is changing the situation
Although there are a lot of criticisms about Exchange, which is a product of Microsoft and may be related to it), there is no doubt that it is the best email system. However, with the passage of time, the situation is also changing. Microsoft must pay attention to the problem of business demand conversion, and pay attention to the fact that more and more competitors are following the market.
"Microsoft Exchange is an enterprise-level product, and this product is not suitable for SMEs. "Said Joe Weisz, UK Channel director at Kerio Technologies.
"In fact, some companies have spent a lot of money to offer enterprise-level solutions to companies like Microsoft, and these small and medium-sized enterprises are reluctant to spend too much money to solve this problem. "
"What they offer users is a cut-down version, which is expensive. for users, these products do not have any management significance. This is the so-called 'selected' method. "
"Kerio MailServer is such a so-called selectable system. For small and medium-sized enterprise users, it implements the Exchange functions they want with a small package, and the price is much lower. The fact is that most of these alternative methods are small solutions and target small and medium enterprises, so they are less complex and easy to manage. "
"This means that the retailer can provide a program system that is easily configured and can provide services for the program as a complete solution for sale to users. Finally, sales of this system will bring more benefits to Microsoft compared with sales of Exchange. "
For retailers, it is important to note that the E-mail management profits far exceed the actual sales system. Ann James of C2C Systems, which is engaged in email management and data archiving, said this is a channel opportunity, but it is not a straightforward opportunity.
"Managing email data is not just about storing data for a long time. Another function of this function is to store data intelligently and process transactions correctly at the right time, and can quickly retrieve data. "She said.
"Dedicated applications are required to archive emails. In this way, it is very easy for end users to re-obtain their mailboxes. However, the archive must also meet the requirements of the retention policy, security, and management requirements. "
"Integration of archive and storage strategies is a good thing. Channels can easily sell their additional products to their customers. "Additional products" and "easy to sell" are a wonderful voice for retailers, but there is another strategy worth considering: management services. It is strange that customers may outsource their email services, but they do. Lekerman claims that they have such an example, and Eurodata is an example.
"Email is just a tool. If outsourcing can be implemented easily, why not? If this system is safe and can work well, do enterprises really care where to manage it? We can reduce users' business costs by providing professional email management instead of setting core infrastructure in the enterprise. "He said.
Email management is a continuous task. Spam and legal issues will continue, and at least from the current perspective, as a major communication medium in commercial applications, emails will be replaced by instant messaging IM.
However, retailers also need to solve similar problems in the IM business. More and more enterprises will use this tool, and users will certainly use it in their email-centric internal communication policies.
This is still an opportunity. In the following years, spam and legal issues still need to be addressed, so for retailers, A good understanding of this market and the external automatic expansion of their email management scope or the addition of Microsoft's implementation method, for their professional technology, there is still a broad sky.
The question is whether a retailer can seize this opportunity and firmly link the email tool with the business of the enterprise.