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Comprehensive E-mail Management and Security
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E-mail Lifecycle Management (ELM) is a comprehensive strategy for protecting, securing, processing, storing and administering e-mail—from creation to deletion—in accordance with statutory regulations and corporate guidelines. A derivative of the more generalized Information Lifecycle Management (ILM) concept, ELM ensures effective e-mail business processes in every organization.
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ELM focuses not only on managing the complete lifecycle of an e-mail from its creation to final deletion, but also on mitigating risks like viruses and spam, and on preventing the inadvertent sending or deletion of critical data. Although fundamentally still viewed as a “document,” the definition of an e-mail within ELM has been widened to encompass the special messaging requirements of today’s modern business world. In e-mail environments that enforce compliance, for example, messages cannot be archived without being seen; they can only be archived after they have been reviewed and classified upon arrival on the mail server.
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Because the e-mail process touches all users across all departments, it’s important to have a comprehensive, effective strategy. E-mail Lifecycle Management is thus the right solution when it’s necessary to:
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- protect all e-mail, even if encrypted, against viruses
- filter out spam without inadvertently sorting out legitimate e-mail
- automatically encrypt e-mail with sensitive content
- automate content-dependent e-mail business processes
- ensure compliance with legal and corporate guidelines
- archive e-mails in audit-proof, long-term storage
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Until now, e-mail solutions have focused on implementing messaging requirements at the user mailbox level, but the business processes resulting from this approach have turned out to be inefficient and unclear. In addition, integrating mailbox-level solutions with mission-critical enterprise applications has turned out to be impractical. Valuable information that must be made accessible to CRM, ERP, compliance management and archiving solutions is simply not available at the enterprise level. The solution is a server- and rule-based e-mail platform like iQ.Suite, which transforms e-mail into an enterprise business process.
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iQ.Suite from GROUP Technologies is the leading software for E-mail Lifecycle Management, and is the ideal solution for implementing safe and efficient e-mail business processes within the enterprise.
With iQ.Suite, e-mails pass through all the necessary processes on a single platform, from encryption and virus protection, to anti-spam and content filtering, to classification and long-term archiving. E-mail can be controlled and automatically processed throughout its lifecycle based on customizable rules, and third-party archiving systems can be seamlessly connected to provide audit-proof e-mail retention.
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E-mail Lifecycle Management with iQ.Suite includes:
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E-mail Pre-Processing: Prepares e-mails for processing and routing. Incoming e-mails are decrypted and unpacked before filtering processes are applied. Outgoing e-mails are optionally encrypted, packed, digitally signed and affixed with disclaimers.
E-mail Firewall: Protects against dangerous and undesired e-mails and against loss of confidential information. Following pre-processing, the firewall filters e-mail for spam and viruses, as well as for unacceptable images and content. The spam filtering process leverages CORE (COntent Recognition Engine) technology to analyze e-mails for spam. The process is error-free, preventing inadvertent deletion of legitimate e-mails.
E-mail Classification: E-mails are analyzed with CORE, compared to corporate guidelines, categorized, and forwarded to the appropriate recipients. The classification process is also useful in other automated e-mail processing, for example to facilitate archiving.
E-mail Compliance: E-mails are validated for compliance with statutory regulations and corporate guidelines, and as necessary intercepted before delivery. Only after compliance validation are e-mails delivered, placed into quarantine, routed to third parties or deleted.
E-mail Archiving: E-mails that have passed all checks are securely archived. iQ.Suite provides seamless connectivity with external archiving systems to provide audit-proof retention. Archiving occurs before delivery to exclude the possibility of modification or deletion of e-mails.
E-mail Retrieval: iQ.Suite additionally sends important metadata like e-mail headers, processing details and search engine categories to the archiving system. Archived e-mail can then be restored at a later time using keyword searches.
E-mail Retention: The solution ensures that e-mails are properly placed in storage systems for long-term retention, and that they are automatically deleted after expiration of their specified storage timeframes.
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Leverage the E-mail Lifecycle Management approach to achieve:
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- integrated e-mail business processes
- compliance with regulations and guidelines
- higher productivity
- lower total cost of ownership
- high return on investment
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