Why Email Cleaning is Crucial to Effective Correspondence

Email has grown from a mere messaging medium to something indispensable in the corporate arena. Especially, official communication in the corporate sector happens through an organization’s mailing system. Though everything, from important decision-making to strategy-planning, happen in a matter of clicking send/receive/forward from your desktop, maintaining an effective email system is not as easy as it sounds.

Most of the time, businesses face challenges in managing the other attributes of their mailing systems. Though blocking malicious, virus-infected mails and spam filters are old school, they are an absolute necessity for powerful electronic correspondence. Managing growing threats like not-so-robust instant messaging systems, dis-integrative multiple messaging systems and storing, securing and retrieval of business-critical messages, are considered as nightmares.

Some of the currently prevalent email threats:

  1. Spam emails
  2. Virus-infected emails
  3. Phishing using HTML email components
  4. Denial of Service attacks
  5. Directory harvesting
  6. Emails carrying objectionable content

The only way to keep a check on all these threats is through email cleaners.

Why Email Cleaners: Email Cleaners help companies block inappropriate communication (both inbound and outbound) and circumvent spamming, phishing, DOS attacks etc. The cleaners can authenticate continuous-relational email communications and prevent fake sending/receiving with the altered dates.

Effective enforcement of Email Cleaners: Before introducing email cleaners, an organization should enforce mailing policies that should be strictly adhered to.

Enforcement of email cleaning system within an organization is effective only if the organization has properly adhered to/implemented

  1. Mailing system policies and Instant Messenger regulations
  2. Proper email content management, verification and analysis
  3. Effective management of encrypted mail content and other
    communication
  4. Requirement-based email archiving
  5. Easy and rapid email retrieval facilities

Toward Spam-free email systems: With emails becoming crucial for business survival, more and more companies are forced to clean up and enhance their existing mailing systems. Several acts and Internet communities too enforce proper maintenance of mail systems.

Acts like CAN-SPAM (Controlling the Assault of Non-Solicited Pornography And Marketing Act of 2003) is a U.S. statute that penalizes and fines spammers and accomplices for up to $6 million. When the act was passed by the US Congress, it reduced spammers to a phenomenal extent, giving birth to spam-free inboxes.

An association called Anti-Spam Technical Alliance (ASTA), a collaboration of six largest web-based email providers, including MSN of Microsoft, AOL(America Online) and Yahoo!, helps in regulating email practices by providing technical and non-technical solutions for handling unwanted and unsolicited email spam.

A research on email cleaning called anti-forgery technology works to curb inappropriate emails. It sends SMTP signals about a message’s doubtful format to the Message Transfer Agent (MTA), which forwards/sends that particular message/email only after appropriate scrutiny. Another way to avoid spam and enhance security is to create a digital signing method on content and avert spoofing or create fake auto-responders to give a semblance of fake active sessions.

All these innovations are yet to take shape and none has emerged as the single most effective method, except for email cleaners. Using email cleaners is the only solution to keep your critical email system secure and spam-free. Since effective correspondence is tied to powerful mailing, keeping your system upbeat not just saves time, but also makes things easier.