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Friday, 29 March 2019
Why Businesses Need Email Archiving Solutions?
Topic: Software
In this digital era, there is a fundamental shift in how people communicate and interact with one another. For a small and large business, this change is sweeping, however, there are different ways for easily tracking important communications and messages through email archiving ( Securence/Email-Archiving ). Nowadays businesses have a plethora of eco-friendly, cheap and convenient ways for cataloging their correspondences. Voice over Internet Protocol (VOIP), texting and chat messages have all become popular forms of correspondence but email still remains king. Whether it is used for keeping in touch with customers, clients, or colleagues, email is the go-to messaging platform for businesses. In fact, 281 billion emails were received and send each day in 2018 and by 2022, the figures are expected to increase over 347 billion emails daily. That is a staggering number of emails for keeping track and mails always contain some of the most vital information that a business needs for running smoothly. With the increase in the methods of digital communication, most of the businesses archive their mails on a daily basis.

Problems solved through Email Archiving – It is crucial for businesses to archive their emails. Without an email archiving ( https://www.securence.com/blog/ ) solution, companies tend to face various difficulties such as the inability for receiving or sending new mails due to large volume of emails slows down the mail server, inadequate number of mail records for procurement in the event of any legal issues and if crucial messages are deleted it gets difficult in procuring them. By archiving the mails, one can save the hassle of shifting through tons of mails if any important mail is deleted accidentally and aids in preparing for any potential discovery requests. For this reason, one should use an archiving solution from a reputed brand for better managing your mail storage.

Advantages of Email Archiving – In addition to enabling employees and end-users for quick access to email messages, an archiving system makes it easy for meeting quotas as well as conserves server speed while preserving vital information. We have listed some of the additional benefits below.

Immediate access to all the mails received and sent.

Have the freedom from creating personal folders (PST)

Has a search functionality option for searching for any particular attachment files and content of email bodies.

A user mailbox with unlimited storage and access to simple tagging mechanism

Automatic backup feature of calendar items, contacts, email communication, and other important data

Now, one can understand that archiving mails provide the companies a boost in effectively communicating with colleagues and clients. Several archiving solutions have an auto-tagging option that can be based on general criteria or customized to precise granular tagging and criteria.

Posted by brucem231 at 5:32 AM EDT
Friday, 8 February 2019
Why Your Business Needs Email Archiving
Topic: Software
Whether it’s communicating with clients or partners, email is the most used communication tool by businesses. Email communication contains critical information that needs to be preserved for various reasons. The answer to this problem is email archiving ( www.Securence/Email-Archiving ). Here are the top five reasons why you need to archive email communication.

1.  Protect Intellectual Property

Intellectual capital is one of the most important assets for every organization. The knowledge of how plays an important role in the company’s success. At a time when most business communication is done through email, securing and retaining the conversations, files, and contracts becomes very important.

Electronic mail archiving solution can protect the integrity of your data and also secures its access.  Companies offering archiving services use industry-leading protocols and safeguards like WORM-compliant immutable storage to safeguard your email communication.

2.  eDiscovery

eDiscovery is an important tool for businesses. It enables organizations to search, locate, access and produce electronic records for audits, litigation, and record requests. No matter what email system your organization uses, it does not provide eDiscovery features by default. Archiving email gives your organization a way to perform eDiscovery. Relying on your email system alone can make thing difficult for your organization if your company is involved in any litigation or legal issue.

3.  Regulatory Compliance

A dedicated email archiving solution can help your organization meet various state and federal regulatory compliances. For example, all companies need to comply with the Sarbanes-Oxley Act which requires organizations to store business records for “not less than five years.”

Similarly, there are various other acts and regulations like Federal Rules of Civil Procedure(FRCP), Health Insurance Portability and Accountability Act(HIPPA), Financial Industry Regulatory Authority(FINRA, Freedom of Information Act 2000 (FOIA) that require businesses to store business records for longer periods.

4.  Improve Mail Server Performance

One of the reasons for degraded performance of email server is the mailboxes become too large. The mail server performance can be improved by de-cluttering email inboxes and reducing the amount of data that the server needs to process.

Archiving of email communication shifts the older email communication to the cloud thus reducing the data in mailboxes. The archived mail is stored securely on remote servers and can be easily accessed when needs arise.

5.  Business Continuity

Organizations need business continuity solutions to ensure business operations remain unaffected by any natural disaster or software/hardware failures. Majority of the service providers also offer business continuity solution as a part of mail archiving services. In the case of a network outage or natural disaster, employees can continue to send and receive mail from a web-based console.

Data is important for every business. Email archiving ( https://www.securence.com/blog/ ) is an easy way to handle email communication and deal with storage issues while enabling easy access anytime.

Do you know any other reasons for archiving email communication? Do you’ve any questions? Please feel free to leave your comments below.

Posted by brucem231 at 3:04 AM EST
Wednesday, 2 January 2019
Manage Your Mails with Exchange Mail Hosting and POP
Topic: Software
People have choices for email security services, but many users overlook the significance of filtering the spam that is the most crucial part of your hosted mail services. We will be presenting an overview of POP and Exchange Email Hosting so that you can understand the importance of email security ( securence.com/pop-imap-exchange-email-hosting ). Majority of the users are unable to understand that the choices of email boil down to more than just the mail service providers. The cost, pros, and cons, as well as the services, are also very vital especially as email frauds and spam are on the rise and becoming more sophisticated. However, what are the various types of email options and how can they provide you with security. Generally, email types are classified into three categories namely exchange mail hosting, IMAP and POP. Nevertheless, it is essential in having security protocols for both outbound and inbound emails, no matter the types, for keeping your data secure. Here we will be discussing each type in a detailed manner.

POP (Post Office Protocol) – It is a standard and simple method to deliver emails. A POP mail server receives the mails and filters them in the suitable folders of the users. When someone connects to the mail server for retrieving the mails, the messages are automatically downloaded from the server to the users’ disk storage. We will be looking at some of the utilities of POP.

•  As all mails are residing on your system, users can read the mails in offline mode.

•  Without having access to the internet, you can create messages that you want to send. These messages are stored in the hold folder, and before posting, you can edit as well as allocate different priorities for each message with a scheduled time and date to get posted according to your convenience.

•  Opening any attachment is quick as they are already stored on your system and there no fixed limits on the size on the mails you will be sending or receiving.

Hosted Exchange Email – This is specifically designed for businesses who require reliable and powerful mail solution but does not have the resources or skill sets for running their own mail servers in their datacenters. The benefits that exchange email hosting provide are highlighted below.

•  It lets you in renting space in the service providers’ datacenter, which is very cost-efficient for small businesses.

•  There is no requirement of technical knowledge, as you will be renting space in other’s data center that means you need not to worry about the technical features for managing an exchange mail server ( securence.com/blog ).

•  The hosted mails allow you to run the mail accounts with customized mail addresses. With mail hosting, you can use your personal website’s domain name in your mail address like Mike@yourdomain.com.

•  Unlike IMAP and POP, the exchange protocols give you permission to sync your shared contacts, calendars, and tasks from any device, which is very easy to coordinate with your friends while you are traveling.

Posted by brucem231 at 5:18 AM EST
Thursday, 6 December 2018
Looking for the Best POS System for Your Restaurant –Check this Guide
Topic: Software
Point of sale system in the restaurant is the hardware and software used alongside or with the credit card terminal or card reader for accepting payments from customers ( www.anywarepos.com/Restaurant-POS-Systems ). Many restaurants add a barcode scanner and a kitchen display system or a kitchen printer. To manage a restaurant one requires overseeing and managing multiple tasks. From housekeeping to accounting to food, various tasks that need to be organized and here, the POS systems become a boon for streamlining multiple tasks for a smooth operation.

The Top Restaurant POS Systems help in creating a faster billing process for the customers and staff, accepting various types of payment for orders, getting a detailed report about expenses and sales, offering loyalty benefits for improving customer service. Other tasks include checking calculation errors, managing the tables with the restaurant layout, integrating online reservation, and ordering software, track performance, and activity of the employees, etc.

Without a doubt, cash management is a vital feature in a POS, but there are other factors for choosing a Top Restaurant POS Systems. The interface of the system should be easy to use and provide an API key for customizing some features according to your future needs. The system should run seamlessly in handling customer volumes and has an offline option to operate at the time of network problems. There should be round the clock support with quick response, as each second matters during your restaurant’s business hours. Proper training must be imparted to the staff for setup, credit card payment integration, and upgrading the software. It is best in opting for a hybrid architecture that will enable the software to run via a network or offline mode. Choose the systems that are EVM compliant thereby protecting customers and the restaurant from credit card fraud. The security of the system must have point-to-point encrypted payment feature and should be PCI-compliant. Different restaurants have different needs for setting up a POS. While some restaurants are focusing on quick services and others opting for full services. Some people are looking for enterprise management to manage a series of chains. While, others looking for something specific for convenience stores, gas stations, and pizza. You will find many vendors providing an all-in-one solution that has its own pros and cons.

Simply put, opt for the POS system processes and tools that fit into your requirements and workflow not for a shorter period but for a few years. There are dozens of POS systems available in the marketplace, but we will discuss a system from one of the top brands. Many consider it as one of the Top Restaurant POS Systems as it provides quick service and full service, works smoothly in bars, nightclubs, breweries, etc. There is no need to install software, as it is a cloud-based software and has a backup option for accessing your reports from anywhere and anytime. It is compatible with third-party hardware, and you can view the device on the company’s website.

Posted by brucem231 at 3:19 AM EST
Thursday, 25 October 2018
Why Businesses Need Email Archiving Solutions?
Topic: Software
According to Osterman research, around 75% intellectual property of companies is contained within the email and messaging systems. This makes email communication ( Securence/Email-Archiving ) an important property that must be conserved for future use and reference. Here are a few more reasons why email archiving is important for businesses.

1.  Storage Management

As mentioned earlier, storage of intellectual property and important data is critical for every business. Storing all data on live servers has its disadvantages as you would sooner or later run out of space. Also, too much of data on a live server would hamper its performance.

Storage management is not only about storing data or storage space. You also need to look at factors like centralizing data that would make a quick search and access possible. When you use archiving solutions, important data is archived which can be readily accessed through web interfaces whenever needed. This also reduces the load on the live email server.

2.  Knowledge Management

Accidental deletion of email is a common thing, and many times you have to request the administrator to restore the deleted mail. What would happen if the mail could not be restored due to some reason? It can be a terrible thing that could lead to other things like the inability to respond to a customer query, being unable to process an order or payment or several other things.

An email system contains lots of important data like communication with prospects, customer purchase history and communication, and communication with a business partner. It also contains information like contact information, appointments, and information about tasks generated by each user.

In simple words, the email system holds a digital heritage that needs to be preserved. Archiving solutions enable organizations to achieve all these objectives.

3.  Regulatory Compliance

Businesses need to meet compliance standards set by the government which requires organizations to keep all records and pertinent data in a manner that allows retrieving of data quickly. All records need to be original and immutable and replications. Also, organizations need to ensure the integrity of the records maintained.

Simply put, the electronic communications should be stored in such a manner that no user can access and modify/compromise stored data. Archiving solutions are capable of offering such functionality that ensures businesses meet regulatory compliance.

4.  Litigation

Today every business should be ready to face any litigation. Archiving of emails helps in eDiscovery which is important in the litigation process.

eDiscovery is a process where electronic documents including mobile data, email communications, social media content can be located, sought, searched, and secured with the primary objective of using it as evidence in the criminal legal case.

An archiving solution can store, index, search and enable access to relevant content while protecting the authenticity and integrity of the stored data.

In addition to the reasons above, email archiving can also provide organizations with two additional capabilities – monitoring and analytics. Thus, it goes without a saying that archiving email ( https://www.securence.com/blog/ ) can help business thrive and keep important communications protected.

Do you’ve any questions?

Posted by brucem231 at 6:12 AM EDT
Wednesday, 17 October 2018
Important Things to Look in Top Restaurant POS Systems.
Topic: Software
Achieving success in the food business is not easy. You have to pay attention to several things like the staff, kitchen, décor, menus, and many more things. A POS system can reduce some burden and help you focus on growing your business. Here are some tips to select the top restaurant POS systems.

Is the System Fast?

Speedy service is one of the important aspects of a restaurant business as you cannot keep your customers waiting. If you keep your customers waiting for too long ( www.anywarepos.com ), you won’t have any repeat customers so the speed of customer service is important.

Hence, the POS system you select should also be blazing fast and easy to use. When your staff gets acquainted with the POS system, they would be able to serve customers much faster and efficiently.

If you are planning to buy some established restaurant POS, you need to ensure it allows for new integrations.

Can the POS System Track Inventory?

Inventory is the main element of almost every business and the ability to track inventory is an essential part of success. The right restaurant would have the ability to track inventory in real-time as dishes move out of the kitchen. This will help the kitchen staff to schedule timely orders and ensure the customer always get their favorite dishes.

Some top restaurant POS systems have the ability to track ingredients order and usage and lets you decide whether it is the right time for re-ordering. In fact, some advanced restaurant POS order items automatically after the stock reaches a certain threshold level.

Can the POS System Process Credit Card Payments?

Today, most customers prefer cashless payments such as through a credit card. Before selecting any restaurant POS system, you need to ensure it can process credit card payments. If you ignore this factor, you might need to purchase a separate credit card processing system and it would be hard to track financials due to different systems.

Does the POS System Have Reliable Customer Support?

Imagine your restaurant operations centered on a POS system and it goes down during the rush hours. In such a case, everyone will be annoyed including your restaurant staff and most importantly customers. You might have an experience of using a POS system for years but fixing some problem in a POS system is a different thing altogether.

You need to look for a restaurant POS system which offers 24/7 support. The software vendor should have a tech person to fix any problems in the POS system at a short notice. The support system isn’t just necessary for the crisis. It is also helpful during installation and training period as well. The software vendor should also provide timely updates to ensure the POS system functions efficiently without any issue.

There is no doubt running a restaurant is a challenging task. The tips given above will help you choose top restaurant POS systems which will make operations easier and less time-consuming.

Do you have any questions? Please feel free to comment.

Posted by brucem231 at 6:25 AM EDT
Tuesday, 18 September 2018
Six Reasons Why Your Business Needs Email Encryption
Topic: Software
Email has become the main artillery of communication for businesses of all sizes. So It is not surprising that email has become an attractive target for hackers and email data breaches ( Securence/email-encryption-services ) have been one of the causes of data loss for legal and financial firms. The solution to this problem is securing your email communication by using encryption.

Here are six reasons why your business needs email encryption services more than ever.

Reduce Business Risks

There is so much sensitive and confidential information being sent in business emails and it is not a wise decision to send unencrypted emails. According to a 2017 report by ICO, misaddressed emails and related data loss is a big security risk for businesses. The threat perception has increased by 27% last year.

Without encryption, any stranger who receives the email can access the information stored in it. Your competitors can use this information against you. The only way to keep such risks at bay is email encryption.

Protect Confidential Information

Encryption can secure private financial information like banking account number, credit card numbers, social security number sent in email. If you send unencrypted email anyone who intercepts your email in transit can read the contents of the email. With an email encryption, your confidential information stays protected in all scenarios.

Prevent Identity Theft

It is a common practice to send user name and passwords through email. Imagine your company’s email information and passwords of important people falling into wrong hands. When you use email encryption, it is impossible for a hacker to decrypt the email unless they have to decrypt the key. This reduces the risk of identity theft to a great extent.

To Eliminate Risk of Message Replay Possibilities

If an email is compromised, the recipient would not know the message is altered and what was the original content of the message. It is possible the messages are altered for a reason like seeding mistrust and disinformation between sender and recipient.

If the email is encrypted, the hacker would not be able to decode the contents. Also, even if the content is modified, the recipient would know the message is altered as the hash of the original mail and the altered mail would not match.

Data Protection Compliance

Most states in the US have their own laws pertaining to protecting personally identifiable information of the residents. Businesses are required to comply with data protection laws if the business collects, holds, transmit information about state resident. It is the responsibility of the organization to employ reasonable safety practices to secure data.

If any business fails to comply, the state authority might levy hefty fines or penalties for not adopting safety practices to secure data. This makes email encryption necessary.

There is no doubt the advances in technology have made email communication less secure in its original form. However, email encryption adds a layer of security ( https://www.securence.com/blog/ ) that wards off the attempt to steal data from email.

Do you have any questions about email encryption services? Please feel free to comment.

Posted by brucem231 at 2:49 AM EDT
Saturday, 11 August 2018
Choose a Specialized Company for Email Encryption Services
Topic: Software
Email Encryption Services - Main Advantages

Employing a specialized email encryption service for your organization is not at all a pricey thing. The inexpensive nature is worth mentioning ( Securence/email-encryption-services ), because many think that the process will be costly. Another point to note is that, organizations can enjoy various benefits.

•  There is no need to have any special software for receiving, sending, or replying to secure mails. The mail forwarding facility will be also there.

•  The system will blend in with the prevailing organizational environment. Companies can subscribe ‘per user’ facility.

•  There will be fullest security. The Effective and intense encryption technology will make sure that there is the highest possible email security.

•  Companies can easily access the encrypted communications. The incorporated technology makes the system easy to operate.

•  There will be a concrete defense against any attempts of phishing.

•  The email messages will be easily accessible for the recipients, even though encrypted.

Email Encryption Services - The Security Aspect

The security of the inward and outward conversations is very important to all organizations. Hence, keeping the confidentiality of such communications is of prime importance. However, when the companies use the existing workforce for this, there will be man-hour loss. Companies can hand over this task to a service provider who uses the latest encryption technology to have the various security benefits. This saves the loss of man-hours, which the company management can use for various other productive works.

Benefits

•  It is possible to manage the viewership successfully. You can opt for a specific ceiling limit.

•  You can set a particular date, or viewership to terminate a specific email communication.

•  Another significant security feature is the setting of limited start and stop time.

•  Likewise, there will be a provision for opening the message and for stopping the forwarding and replying facilities. Thus, the management can enjoy full-control.

•  When the recipient reads the message, there will be notification for the sender. This ensures the safe-delivery of the mail.

•  You can annul the right of any person for viewing the email, at any time, and this prevents unauthorized viewing.

•  The provision for retracting message is another significant security feature.

•  The original sender can stay anonymous.

Email Encryption Services - The Provider Must Be Technically Perfect

You must check the practical experience of the provider before entrusting the task. It’s of great importance that the provider company is well experienced and perfect in implementing the entailed technicalities promptly and flawlessly. The company must have the capacity to provide fullest security to your highly sensitive and confidential email communications. The used encryption technology must be most powerful. Besides, it should comply with the existing regulations ( https://www.securence.com/blog/ ), so that there is no disruption as far as your business transactions are concerned. Above all, there must be easiness in operation and must not be any risks of email security violations.

Posted by brucem231 at 2:24 AM EDT
Tuesday, 18 April 2017
Advantages of Email Continuity You Can’t Ignore
Topic: Software
Emails are very important for business organizations as they are one of the main sources of communication in these organizations. Be it for external communication or internal communication, emails serve as the perfect communication platform in business environments where formal and to the point communication is highly expected.

Given the importance of emails in these organizations, it is not hard to imagine the repercussions of an email system failure. Imagine that suddenly no one in your organization across all the branches is able to send or receive mails for a few minutes. A minor technical glitch like this can inflict tremendous losses and create chaos across all the branches of an organization. Bigger the company, higher the reliance on email systems and greater the damage if there’s even a small discontinuity for a few minutes.

In this article, we are going to talk about email continuity ( www.Securence.com/Email-continuity ) and explain how this feature helps to avoid the nightmare described above. Email continuity is a feature that allows business organizations to maintain 100% uptime with their email servers and not miss out on a single mail. Read on to know more about this helpful feature, the way it works and the many advantages it offers to business organizations.

What is Email Continuity?

Emails are managed on exclusive servers known as email servers in large organizations. Suppose an email server of this sort breaks down due to some internal issue, bandwidth issue or some natural calamity. Email continuity feature ensures that there is a backup email server that will immediately take over. The backup server serves to do all the functions of a regular email server until the latter is up and running again. Once the main email server is up, the backup server is dormant and ready for another server outage.

Many Advantages of Email Continuity

•  First and foremost, because of this feature you won’t have to miss out on a single email ever again. The feature is designed such that, as soon as there is an outage in the primary email server, the backup server immediately takes over leaving no ground for discontinuity.

•  Secondly, because of email continuity the IT department of your organization need not be worried about the email system as soon as there is an outage. Instead, they can focus on the server that broke down and find a solution to that.

•  Thirdly, email continuity is very easy to setup and integrate into your present email system. You don’t have to revamp anything, nor make any big changes to the present system. There is no additional hardware or software ( www.Securence.com/Hosted-exchange-solution ) that is required for this feature.

•  Lastly, the feature is also very flexible as it allows for enrollment of every employee of an organization and poses no limitations on the number of people that can access the service. In addition, there is no limitation on the mailbox as well, thus allowing for n number of sent and received mails.

Posted by brucem231 at 3:06 AM EDT
Tuesday, 21 June 2016
Most Popular Antispam Techniques in Business Organizations
Topic: Software

There is no doubt that spamming is unanimously treated with disgust no matter how who is facing it. However, this disgust and hatred is a little higher when we are talking about business organizations, because they are also the biggest victims of spamming. It is so rampant these days that you are reading an article that discusses the most widely used antispam ( http://www.securence.com/ ) techniques or filters. It is very important to know the kind of antispam you need for your business organization because there are so many variants within this broad sector of email security ( http://www.securence.com/solution/ ) and management. Read on to know in detail.

How Does Spam Affect Businesses?

Before we discuss the most widely used antispam techniques and the prime differences between them, let’s have a brief understanding of the way spam affects business organizations. It is said that 60% of the email communication that happens every day around the world is spam today. When we are dealing with business organizations where thousands of mails are exchanged every hour, one can imagine the amount of time, money and technical resources wasted on processing these unwanted messages. And many times, a spam won’t just be an unwanted mail but it carries harmful viruses, malwares and bots that are designed to infiltrate firewalls and infect the computers of big organizations. From server outages to leaking of sensitive information, the outcome of these security attacks could be anything. Simply put, spamming is a huge productivity killer and a genuine threat to a company’s cyber security.

Most Widely Used Antispam Techniques

•  List Based Filters - List based spam filters are in fact the most widely used antispam techniques in business organizations. These lists are again sub categorized into many types based on the way the lists are prepared and operated. Blacklists, Realtime blackhole lists, Whitelists and Greylists are the four kinds of list based spam filters. These lists generally contain a number of blacklisted IP addresses that are blocked as sources of spam or IP addresses that are whitelisted as credible sources which need not be scanned. Unlike blacklists and whitelists, realtime blackhole lists are those that are constantly updated and identify the newest threats with minimum false positives. These lists are maintained by third-party vendors and offered as antispam services to organizations and enterprises.

•  Content Based Filters - Unlike list based filters which block or allow certain IP addresses, this antispam technique tries to block spam by scanning the content inside each mail. In the case of word based and heuristic filters, computers look for specific keywords or phrases that are most commonly found in spam messages. Apart from looking for specific words and phrases that are fed by humans, there are also advanced antispam techniques like Bayesian filters that are equipped with machine learning and AI. These filters will learn the recurring patterns in spam messages over a period of time and update themselves to grow stronger with each learning.

•  Others - Though list based and content based filters are the commonly used antispam techniques in businesses, there are also other methods such as challenge/response systems and collaborative filters that are used to counter spam.


Posted by brucem231 at 2:45 AM EDT

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