Spam is a headache for both users and administrators. You know the drill – the company invests in good anti-spam and anti-phishing software hoping to put an end to the unsolicited mail headache. But what happens when there’s a network outage or an on-premise mail server failure? And what about users who want to access their work email when the mail server is offline?
Not to mention the overworked IT admin who needs to make sure filters are updated, has to dig through the quarantine folder for that alleged false positive and provide user reports; the task list goes on and on.
Although the on-premise solution may have solved your anti-spam problem, there is still that nagging doubt ‘what if?’ There is a simple answer. All it takes is a good hosted anti-spam and anti-malware service that can be combined with the existing on-premise solution or on its own – so long as it meets the following requirements:
1. Email continuity
What does this mean? In the event of an outage or server failure, your emails are not lost but kept in a queue. If you have an internet connection available, you can access a webmail console and check, respond to, and send emails from there – ensuring email continuity.
2. No single point of failure
Consider this: Unlike your email server which is often a single point of failure, the hosted provider, which is filtering your email, uses multiple systems across multiple datacenters working 24/7 to ensure you are getting maximum scalability and reliably. No more worries about the possibility of failures, no expenses for the latest and best technologies – you just invest in the best and they do all the rest for you!
3. Inbound and outbound spam filtering
As you would expect, a good anti-spam solution filters spam before it reaches your users’ inboxes, however, you should also make sure the service provider offers outbound spam filtering as well. Why? Email is not one-way traffic; employees send and reply to emails; this means that some emails may contain inappropriate content or attachments. Furthermore, if one of your machines has been infected and is used as a bot to send out spam, you need outbound filtering to stop this from happening and, more importantly, to protect your organization’s reputation.
4. Automatic email digests for users
Wouldn’t life be easier if users could automatically receive a summary of any spam or suspected spam messages, identify any false positives and release them from quarantine with just one click – without having to call the IT desk? This is also possible with a good hosted anti-spam solution and users can decide when and how often they want to receive the reports.
5. Individual junk email quarantines
A good anti-spam service will allow the administrator to empower users to manage their quarantined spam. This enables employees to check their spam quarantine for any genuine email caught by the spam filters without having to bother the busy IT people with queries.
6. Save time and money
Money matters – we all know this. With an anti-spam service you’ll be saving money on hardware, operating system, software, maintenance and the time spent on managing and configuring the software – the provider will be taking care of this.
7. The latest and best technologies
Keep in mind that the hosted anti-spam service uses the latest and best technologies to reduce risk, and clean your email from spam and email threats. It is also constantly being monitored by email security specialists, who make sure that the system is tweaked to block the latest type of spam. This will not only ensure a high level of email security, but it will also free up bandwidth and reduce the load on the mail server because email traffic has been cleaned before it reaches your network.
Whether it’s to protect your network and server, to save time and money, or to dump that never-ending IT admin email checklist, hosted anti-spam is certainly an option to consider!