An effective email security and continuity service should always include a full suite of tools to protect against spam and viruses and encrypt your emails. These include:

  • Antispam. Any antispam software should provide you with:
    • Company-wide white lists and black lists that enable network administrators and employees to define which senders should always or never be allowed
    • User control over personal black/white lists via Outlook and OWA
    • Administrator flexibility for managing all spam settings
    • User-definable spam sensitivity levels for refining your settings according to your company’s email usage
  • Antivirus. Antivirus software should always include comprehensive, managed antivirus protection. Look for software that:
    • Offer a measurable success rate at catching viruses that could potentially infiltrate and harm your mailboxes and email environment.
    • Allow email databases to be auto-updated multiple times per day, and continually manage the antivirus software and virus definitions.
  • Protection for mobile devices. Controls should allow you to set security and message management policies for all of an organization’s mobile devices:
    • If a mobile device is lost, stolen or otherwise compromised, you should have the ability to perform a remote wipe that removes critical company data.
    • You should be able to easily deactivate devices so they no longer receive emails
    • You should be able to easily set custom account-wide policies or apply custom policies for selected users
  • Data Replication. In addition to running regular back-ups, it should be possible to replicate data in real time from one set of devices (mobile or otherwise) to another, protecting the critical information your business relies on in the event of hardware failure or database corruption. It should also enable you to rapidly restore the full functionality of your email environment should an issue occur.

  • Encryption. Search for the highest degrees of encryption. It’s even possible to find services that utilize military-grade encryption of email and attachments.
    • An encryption service should encrypt emails based on your company-wide rules and policies that you set up and manage. It should so without disrupting day-to-day workflow.
    • All email content and attachments should automatically be scanned to detect whether the message warrants encryption before being sent. At the very least, configurable policies should include encrypt and send, return to sender, and delete messages with insecure content. These options reduce human error and minimize the risk of security breaches.
    • Look for encrypted email solutions that are backed by a recognized certificate authority that uses standards-based technologies—such as Public Key Infrastructure (PKI), S/MIME, and X.509 certificates—to establish confidentiality, message integrity and user authentication.

Learn more about the managed network services from Capital Business Systems, or contact us today!