The email flood inundates the Domino Server
At some point during the day to day work, every network administrator and end user will inevitably come to the realization that even the media via e-mail has a darker side. Those who still have only ever tested positive aspects of the electronic messages generally look at the world through different eyes and are more prone to reckless behavior from a business standpoint.
Of course, there is no denying the benefits of e-mail as a means of communication – it reduces the communication channels, and serves as a cost-effective means to simplify and develop a range of business processes, from customer requirements through the initiation of contracts up to send an order confirmation. Against these advantages however, the legal obligations and safety-related problems that could become a serious headache for those businessmen who have decided to bury its head in the sand.
It is important to be aware that the statutory requirements relating to electronic communications are becoming more comprehensive. Requirements definition, data protection policies, as well as obligations relating to tax legislation means that you are legally obliged to take measures (eg, Freedom of Information Act, Data Protection Act). Perhaps the worst-case scenario, which would include your organization receives a warning from your competitors and suffer serious penalties for violations against the statutory rules are likely to constitute sufficient grounds for you and me to seek legal consistent approach to dealing with the average e-mail in your company. This is the inevitable question, and one of vital interests.
Not only Windows structures under fire
Other key issues include the ability to limit security risks associated with email communication and to keep pace with the high volumes of email traffic. In reality, I must of course concede that the threat posed by viruses and other digital nasty are not restricted to Exchange infrastructures, but also apply to Domino servers as well. At the same time, the number of emails we receive on a daily basis needing to be processed is steadily increasing. This flood of electronic messages can quickly result in the associated infrastructures becoming overstretched, and can cause the business processes linked to the medium to rapidly mutate into an unmanageable construct.
Let’s not forget that good service nowadays includes responding in a timely manner to emails from customers, partners, or suppliers. The ability to achieve constant improvements in this service, while at the same time lowering costs, as well as increasing the efficiency and productivity of email processes is undoubtedly a challenge you too are confronted with in your daily business life. Last but not least, we’re also talking about the ability to create a persuasive case for your organization in the competitive environment. Once you have made a decision to confront the clearly highlighted challenges in all their various guises, there is no getting away from the need to configure your email infrastructure in a manner that will guarantee secure, automated, and rapid communication in accordance with all relevant regulations.
The interaction of email archiving and security: the integrated approach that keeps you out of trouble
Email management solutions developed for Domino architectures support your strategies and place a wealth of extremely useful tools at your disposal. They enable you to control the day-to-day flow of emails on your Domino Server and extract the best from the electronic correspondence medium. Bear in mind however, that corresponding solutions adopt an integrated approach that fuses email archiving with email security, and tailors them to suit your company’s processes. Only in this way can you reconcile technical and organizational standards with one another, while at the same time ensuring full compliance with all legal obligations and business requirements concerning email communication.
Security covering the entire life cycle of your emails
Now let’s look a little more closely at email security. The key issue here is the interaction between the various areas; that is, the linking of virus protection, spam/content protection, encryption and legal disclaimers. For this reason, up-and-coming solutions work with Lotus Notes databases in which flexible rules are defined. Email traffic is passed through the relevant solution in accordance with these rules.
For example, an email can be encrypted centrally on the Domino Server (e.g. PGP, S/Mime) and then immediately checked for viruses and spam. Several technologies can be interfaced in this process. Spam protection can incorporate text-analysis and classification technologies or current spam patterns for example. And the best part? Your employees remain completely unaware of the process. They simply receive an encrypted and scanned email.
On the contrary, this process can be configured in the same way, for outgoing mail. Officer sends a letter from the client Notes. E-mail is intercepted from the mail server, where the solution for managing e-mail for confidential reviews of its content and viruses. He then adds a legal liability on the message to archiving and delivering it. As a result, the entire life cycle of an e-mail – from its stage of processing, until his administration and until the backup phase – fully secured without placing any additional burden on the end user or an administrator.
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