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Seven Features You Need to Look for When Selecting the Cheapest Exchange Archiving Solution

Microsoft Exchange is one of the leading email systems in the corporate world. Though Exchange Server 2016, 2013 and 2010 offer archiving options, companies need an Exchange archiving solution which satisfies legal, regulatory and policy requirements of the business.

Costs are a major factor when choosing an Exchange archiving solution. To make things easy for you, we have compiled a list of features to look for when selecting the cheapest Exchange archiving ( securence/archiving-solution/ ) solution.

Email Server Storage Management

The email archiving solution should reduce the burden on the Exchange server. For example, the email archiving solution should receive an email as soon as it is received in the mailbox. Once the email is processed it should be removed from the Exchange server.

This will not only reduce storage space requirements but also ensure emails that are processed, does not occupy inbox or stay on the server unnecessarily.

Optimized Disk Utilization

The Exchange archiving solution should support deduplication feature to ensure optimized disk utilization. For example, the archiving solution should capture all documents for deduplication. Also, the emails and their parts should also be captured for deduplication. For example, if a document is sent around by multiple people in an organization, only one copy of the document should be archived in the system.

Email Record Preservation

To ensure legal and regulatory compliance, the Exchange archiving solution should archive emails in a way that it passes any industry audit and is compliant with regulations related to storing email communication records.

Easy Tagging and Comments

The Exchange archiving solution should offer easy and complete tagging and comment options for archived emails. This ensures easy retrieval of emails when required in lesser time. The tagging and commenting process should be automatic and based on specific rules specified for the purpose. Also, the tagging and commenting process should be performed daily for new email archives.

Search Exclusion Capability

The cheapest Exchange archiving solution you select should have search exclusion feature to omit specific mail. For example, employees should not be able to check emails from the CEO, or legal counsel from the archives.

The Exchange archiving solution should allow search exclusion of email addresses of CEO, legal counsel or any other person as per organization policies.

Advanced Search Options for Power User

HR and Legal departments need a powerful and robust search interface. There are times when the legal department or Human Resources department need to find that one email out of millions of emails which meet certain criteria.

Email Classification and Retention Policies

The Exchange archiving solution should support a granular retention policy. It should automatically classify emails like – contracts, legal, spam accordingly and remove these emails from the disk periodically and archive them as per organization retention policies.

This needs the Exchange archiving solution to have a complex but easy-to-use search interface that allows searching of emails with different criteria.

The cheapest Exchange archiving ( securence.com/blog ) solution with the above-mentioned features will ensure your business meets compliance and regulatory requirements in a cost-effective manner.

Annoyed About Spam? Install a Filtering Technology to Keep it Out of Your Inbox

Dealing with spam is more than just a daily annoyance; it can also significantly hinder your business productivity. Furthermore, it poses a security risk by exposing you to defrauding attempts and virus attacks. Additionally, it hampers your business resources by overloading your systems and jamming your inbox. If you somehow end up forwarding the spam, the resulting reputational stain might be hard to counter and clear.

It is, therefore, essential to find an effective solution against spam. Of course, this is easier said than done, since spammers keep evolving and updating their techniques and tactics.

To avoid being identified and blacklisted, they try to use multiple servers as proxies to send their spam. For this, they create viruses that hijack computers and networks and control them as the hacker requires. They employ redirected URLs and obfuscate messages with both HTML and text to disguise their spam content.

It is now practically impossible for individuals, companies, organizations, and institutions to function safely without spam filtering ( Securence/Spam-filtering ) technologies. And, to be effective, these must be sophisticated and regularly updated.

Features of Spam Filtering Technologies

1. They Offer Enhanced Protection Against Viruses and Other Malicious Content

They scan your emails with their anti-spam and anti-virus programs. The next step is to isolate and remove potential threats as well as any junk mail. It will save you as well your email recipients from inadvertently opening mail infected with viruses, worms, and other malicious content.

2. They Continually Update Their Spam Filtering Software to Deal with New Risks

By tracking and analyzing new risks, spam filtering technologies develop quick, effective tactics to deal with them. They can generally block 98% of spam from entering your inbox.

3. They Offer Spam Filtering Customization for More Efficiency

For improved spam detection, these technologies let you customize the spam filtering to keep out any unwanted emails. You can also adjust the amount of virus protection you need. Such customization improves your business safety and efficiency.

How Spam Filtering Technologies Work

After you install a spam filtering program, your email first goes to the program's mail server and undergoes a series of checks. The program identifies and authenticates the IP of the server through which you received the mail. To do this, it checks through a list of commonly known spam sources and refuses to entertain all messages coming from these. You can also include a list of IPs, domains, and emails that you have banned from sending you messages.

For authenticated IPs, the program creates a white list and allows messages from them. The program may also use a user verification program to refine its anti-spam measures further.

Once the spam filtering ( https://www.securence.com/blog/ ) program decides that the received emails are not spam, it checks them thoroughly for hidden viruses and malware. If it finds any with this scan, it will remove them immediately. Spam filtering technologies can, thus, prevent hackers from hijacking and misusing your computers. However, there isn’t any 100% safeguard from aggressive, sophisticated attacks, so remaining vigilant is important.

Why Email Filtering Solution is Important?

Today, billions of emails are sent every day which also includes a large number of spam emails. Businesses need to take steps to reduce the risks of spam mails by employing email filtering solution ( Securence/Email-filtering ). Here are some reasons that show the importance of spam filtering.

Keeps Junk Mail out of Inbox

Spam filtering solutions ensure only legitimate mails reaches your inbox while junk mails are prevented from entering your mail server. A spam filtering solution uses a large set of rules to decide which mail is legitimate and which is junk.

In case any spam mail finds its way in your inbox, you can always mark it as spam, and the spam filtering solution will take care of such spam mails in the future. By keeping junk mail out of the inbox, a spam filtering solution reduces the risks that come with spam mails.

Protects Valuable Space on Your Server

Spam refers to unwanted mail, and if your company is not using email filtering solution, spam mail targeted towards your company will hog a large amount of space on your server. It means sooner or later you will receive a message which says – running out of storage space on your server.

When you use spam filtering solution, spam messages do not reach your server. It means the valuable storage space on your server is protected and reserved for legitimate mails.

Blocks Threats

Spam mails can be more than unwanted promotional and marketing mails. Spammers use advanced technologies to create spam mail and merely opening a spam mail or clicking a link within mail can trigger a cookie to download malware on your computer.

A cookie can also be a smart way to track your company’s email server and send more spam mails in the future. Also, many spam mails are part of phishing scams that are executed to obtain bank account details, credit card information, and passwords. By using spam filtering solutions, you can block spam mail from entering your network which concurrently blocks threats associated with spam mail.

Improves Productivity

According to a New York technology industry research firm, spam messages account for approximately $20 billion lost in time and expenses. Today, you can get a list of million email addresses for just $25. This explains the scourge the spam email has become.

Imagine your employees wasting several minutes every day to find and delete spam messages. If you take into account all the time wasted by employees dealing with spam, it comes to huge productivity losses. Using a spam filtering solution can definitely improve the productivity of your organization.

As a business organization, you need to take all steps to block threats that may come attached with your email communication. Email filtering solution ( Securence.Com/Solution ) offers you the best protection from spam messages and ensures your organization does not face any problem or lose value in the communication process.

Do you know any other factors that show the importance of a spam filtering solution? Please feel free to comment.

What is the Need for Email Archiving?

One of the means to connect with anyone across the globe is through email. Although people face a continuous growing volume of mails, the message sent through email simply stored in the users’ mailboxes and is not stored in any other place. Furthermore, organizations are facing numerous regulations related to email compliances and legislation that they have to follow. Many directors of medium and small-sized firms are concerned how they will mitigate the challenges with email archiving ( www.Securence/Email-Archiving ) and exactly what is to be archived.

According to a survey in 2017, close to 280 billion mails are received and sent every day, and the figure is bound to increase. Unsurprisingly, the best mode of communication is carried through email, and humongous information like contracts, invoices and many more are exchanged through the mail. Here, the role of email archiving is crucial where it helps in processing and filing the mails in a systematic way. You can store the mails for a long period and prevents loss of data and archiving of mails is a significant part of IT security.

The reputed service providers provide a highly scalable, resilient, and secure solution to mitigate the challenges for managing your emails. They also offer a single cloud platform to deliver secure and unified archives for IM conversations, files, and emails. It also uses various collection points for retaining a copy of the mail changed by an organization’s policy enforcement as well as keeping every original mail with detailed meta-data. Now we will be discussing some features that are included below.

• It has a centralized archive for keeping all internal, outbound and inbound mails with an option for ingesting historical mails so that organizations can get any mail when required.

• Fast search tools with seven-second search SLA are thereby helping the network administrators and the employees for quickly finding the archived mail.

• Litigation support, e-discovery and comprehensive compliance including exporting of data, legal hold, and case management.

• There is a flexible retention policy for published retention folder level, organization or groups.

• Having storage that is secured and tamper-proof where three copies of mails are encrypted and are stored in different locations for supporting governance and improving the security of data.

• Retention management and automated size of the mailbox features help in reducing the costs of mail storage and management of infrastructure.

With email archiving, there are benefits that are discussed below.

Eliminating quotas of the mailbox – Everyone has faced the common problem that your outlook mailbox has become full and unable to receive any new mails ( https://www.securence.com/blog/ ), so you need to delete some mails and attachments that takes a lot of time. By archiving your mails, you do not need to think about the storage of your account.

Freedom – When the data gets lost or the mail service is not working properly, the user can still access the mails through email archiving and the organizations can remain independent from the email server thereby carrying out their tasks seamlessly.

The Benefits of Having Point of Sale Software

Restaurant Point of Sale software is the heart of restaurant operations. In any restaurant, there is a payment processing system but the POS installed at restaurants helps in achieving business targets and optimization of day-to-day operations. Here are some of the benefits that have a large impact on the business.

The order entry tab helps to enter the customer orders and special modifiers. It helps in having a transparent communication with kitchen and bar. All deposited or pending payments are displayed on the screen that gives a fair idea to the owner. You can have effective control of the inventory, as tools will help you to monitor perishable items and track stock levels by portions and recipes. In this way, you will get a snapshot for restaurant and kitchen product needs ( anywarepos.com/Restaurant-Point-of-Sale ). The analytics and reporting tool of Restaurant Point of Sale System helps in breaking the critical performance data into simple insights. The owners and operators must leverage the data for making informed decisions to monitor product margins and manage food costs. The Customer Management Relationship tools help in creating rewards and loyalty programs, tracking customer preferences, etc. which helps in building a good rapport with the customers. The POS can be integrated into tablets and mobile sets where you do not need to install any software. Enter the link provided by the staff and customers can share their experiences. This data will automatically be displayed in the main system. The software also helps in determining the monetary value of a menu item and the total items of a particular group.

There are some competitive advantages of using the software. According to a survey, more than fifty percent of the restaurants do not have a POS system. These restaurants use excel spreadsheets, cash registers, applications for accounting or credit card processors. For scaling your operations, one needs to buy a Restaurant Point of Sale System. Due to automation of inventory control and efficient customer management, the owners are able to forecast and make smart decisions, which lead to greater sustainability to business. The system helps in identifying the regular customers and maintains a healthy relationship so that they become loyal customers of a particular restaurant thereby helps in escalating the business. The automated software, which operates on its way, gives the manager free time to interact with the customers as well as manage the employees. The POS system is reliable and can cater the needs of any restaurant be it food trailers or pop-ups, restaurants having in various locations or single location restaurant. In a small restaurant, once you enter the order, have a printout and display in the kitchen. The system must split the order according to the kitchen station, and at the same time, the inventory should be adjusted. Those having a mid-size restaurant, you can manage the menu by tracking the prices and dishes, provides special nutrition and dietary information, etc.