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Contents
Introduction
Executive Summary
Email Hosting: An Overview
Who Uses Email Hosting?
Introduction
In this realm of fast-paced technology, e-mails have played a vital role in narrowing
down the geographical boundaries for conglomerates, IT behemoths, and individuals.
Undeniably, the advancement of corporate e-mails has overcome the challenges
experienced by conventional communication mediums, making it more innovative and
agile. In this regard, more and more enterprises are leveraging the services provided
by professional and reliable email hosting vendors to streamline their communication
process, curtail complex server management issues, and protect their confidential
business data.
This whitepaper attempts to throw light on why businesses of all shapes and sizes are
adopting corporate email hosting, compares benefits with the challenges faced by
them while switching to this solution, as well as the security implications associated
with different mailing platforms.
Executive Summary
Corporate e-mail hosting solution has emerged as a niche messaging communication
medium, which today influences every corner of the globe. It has turned into a
comprehensive utility service that minimizes the impact of major service outages.
In the hosted e-mail service model, a service provider sited at a remote geographical
location manages all backend services at a flat monthly based user fee. This ensures
stronger information safety and security to an organizations mission critical
information at economical costs.
According to a recent research conducted by a group of analysts at IDC, the demand
for hosted security solutions is expected to rise by over 30% on an annual basis. In
this context, hosted e-mail security solutions are forecasted to multiply by nearly
eight times compared to the traditional software solutions by the end of this decade.
Did You
Know?
Corporates send &
receive 133 emails/day
on an average
NourGroup
Administrators
of
the
hosting
service
can
enforce
certain
Auto responders
Mail rule
Backups
Unlimited aliases
White lists
Contacts management
IMAP/POP3
Blacklists
Archiving
Unlimited forwarders
Online storage
Folder management
Calendars
Large attachment
Mailing lists
Email Server
Email
Blackberry
Administrator
Traveling
Global Message
Archiver
Internet
Online News
Internet Fax
Employee
Firewall
Home
Scanned Images
Instant message
Bloomberg Mail
Manager
Email Attachements
By making use of such a hosting service, users can access their email on an
email-client of their choice from any internet enabled device (e.g. smart phone,
blackberry, laptop, netbook, tablet etc.). Technology inclusions may vary across
different email hosting providers, but the ultimate goal is to keep business email
secure and back up the entire service with an industry leading SLA.
Despite the availability of countless free email services, a business branded email is
indispensable. Obtaining such a service through ISP email address (e.g. Gmail) is near
to impossible. So every business house, regardless of its size,ought to communicate
through an exclusive and proprietary email domain name. This requirement gets
fulfilled only when the business house signs up for a robust email hosting service from
a professional vendor.
Maximum Protection
It is note worthy to mention that service providers of email hosting ensure to provide
guaranteed uptime and integrated disaster recovery solutions through tools such as
IMAP and POP. These tools ensure to protect your data from a myriad of risks and
prevent unauthorized access to your mail. This means that data tempering or theft
doesnt not exist in this email solution.
Anti-Virus and Anti-Spam Filtering Solution
For those who dont know, email hosting comes with an anti-virus and anti-spam
service that filters all incoming and outgoing mails of corporations in order for
detecting viruses. Once detected, all unwanted files and messages are sent to the
online quarantine folder to keep your business computers free from troubles. In fact,
this email solution de-clutters your commercial inbox in compliance with your business
requirements.
Increased Efficiency
Adopting this email solution guarantees to optimize the performance of your business
as you are able to communicate flawlessly with your employees, partners and
customers from anytime, anywhere. Also, you can choose different email platforms to
send and receive emails and all this comes under your domain name.
Huge Mailbox Capacity
With email hosting, the storage space you get on per mailbox is adequate to efficiently
run your business without increasing the cost of operation. In fact, you can benefit
from economies of scale by allowing you to pay for the space you use. At the same
time, you can store tens of thousands of emails without being feared of data loss.
Email @ Your Domain Name
Obtaining brand recognition becomes easier with an email hosting plan as you can
email to others or your customers can email you using your domain name, which is
indeed your companys name.
Chat
Mobile Access
Mailbox Size
Right
MX
Powerful Admin
Anti Spam
Collaboration
Antivirus
Secure File Transfer
Mailbox
Migration
Sharing
Here, are a few challenges faced by businesses of all contours when deciding to
host and manage their mailing servers in-house:
Upfront Cost
Hosting on-premise comes with enormous overhead cost, including:
Maintenance: IT technicians are needed all the time to maintain mail server, fix
Licensing: On-site email hosting involves licensing fees. Purchasing one license
per user can become too expensive for companies. Additionally, they need to deal
with the complexity of annual renewals, keeping a check on approaching license
expiration date.
Bandwidth: The emailing server shares the bandwidth with every connected
device in the office premises. When the server gets bombarded with heavy traffic
flow, the speed automatically gets slowed down, entailing delayed
sending/receiving of emails.
Connectivity: In order to ensure that emailing server remains up and running all
the time, businesses need to connect or house multiple ISP providers that ensure
fastest internet connectivity.
to have robust security provisions in place to avert email leakage, asset theft and
email loss. This is accomplished by biometric access, video surveillance, employee
access point using multi-layered authentication, tracking and monitoring tools.
malware and spam to deliver clean, and promote secure and productive email use
is undeniably critical to business continuity. This is accomplished by implementing
anti-spamming and anti-virus scanning engines. Moreover, attachments carrying
unidentified threats are required to be stopped at the Internet level before
reaching to the users mailboxes.
Email Archiving
There is a host of reasons for an enterprise to archive its email including compliance,
storage, litigation and knowledge management. Stringent control and penalties have
mounted pressure on companies to adhere to regulatory compliance more seriously.
Indeed, data and regulatory statutes differ by industries, however all records
pertaining to business activity are subject to compliance regulations. Right from
healthcare industry to banking sectors, IT behemoths and government organizations
archive their emails.
Bank of America (BoA) was charged $10 million for failing to submit the information
requested by SEC and also for not retaining email records in a stipulated time frame.
Send E-mail
User B
User A
Journal E-mail
Disk Groups
Journal
Mailbox
Archive E-mail
E-mail Archive
Services
Database
Quick Glance at
Email Hosting
Aspects
Experienced email
administrators set-up,
installs and manages the
system
Technical Support staff is
available around the clock
to handle technical
emergencies
Sensitive emails are
encrypted before they
leave users mailbox
Antivirus and Antispyware
protection
Data Backup
With hosted email solutions, the provider proficiently manages the entire backend
infrastructure, including regular/weekly/monthly backups. This mitigates service
outages and protects emails against disastrous events. A hurricane, tornado, fire,
flood can wipe out messaging capabilities in no time, for hours and even for days.
Whereas, hosted email service providers are well-prepared to defy these challenges.
Regular backups and network redundancy maintained by the service provider ensures
uninterrupted communication flow.
Easy Administration
Offsite email hosting providers eliminates almost all the hassles of on-premises email
archives, data backups, setup and installations. An email host swiftly performs all the
routine server management and monitoring tasks including upgrades, and
enhancements.
Email Policy Management
Most of the leading providers incorporate functions to identify and manage sensitive,
malicious email content and images sent/received, which help in reducing email loss
and augments organizations email acceptable use guidelines. The add-on service is
included to detect unethical content by analyzing various components including email
body, headers, and subject line.
Email attachments are tracked and scanned for phrases, keywords, URL list, as
determined by the administration.
Block threats across email, before they enters organizations network
Multi-layered protection layer is deployed to safeguard emails against
vulnerabilities
Prevent emails mishandling and enforce Acceptable Use Guidelines
Scalability
Onsite email hosting providers provide huge mailbox capacity as per the business
demand. Businesses need to pay some subscription fee rather than paying fixed
amount for unnecessary overpowered servers, and infrastructure components.
Email Archiving
Email archiving allows organizations to setup access restrictions in order to
safeguard its intellectual property rights and ascertain data integrity and privacy in
compliance to the statutes.
11.4%
10%
8%
8.0%
6%
4%
5.2%
2%
0%
2012
2013
2014
In this light, ensuring email security plays a pivotal role in filtering-out spams and
other unsolicited information. This means, viruses are isolated and intercepted before
delivering messages to the users, ensuring that data and mail server are not affected
by malware in the transit. Besides, deploying software solutions, organizations can
ascertain email security in following ways:
Email Encryption
Securing business communication by authenticating email messages is often used by
enterprises to protect the privacy of their critical content. Based on the rising
volumes of sensitive and confidential information traversing across companys
network on a daily basis, various regulations like HIPAA, Sarbanes-Oxley, GLBA, and
PCI have been introduced by the business executives and regulatory bodies to
mandate that corporate messages with sensitive messages are handled securely.
Hence, email encryption is considered as an important aspect of managing overall
email security of the confidential information. It allows a free flow of communication
between a business and its employees, customers, and partners.
Private Area
Public Area
Secure
Email
Received
We spend 41%
of our valuable
time in
managing
e-mails.
Partner
supports
encryption
2
Your Secure
Email Gateway
Sentinel
Platform
Partner does
not support
encryption
Email
Notice
Secure
Web Link
Did You
Know?
Secure
Email
Received
NourGroup
Scanning viruses for inbound and outbound messages passes through the cloud
Filtering spams and blacklisting content with intercepted malwares
Maintaining centralized content with regular system updates
Implementing web-based consoles for easy configuration of security settings
Monitoring email traffic on a regular basis to avoid points of failover
In addition, there are acquisition and operational benefits of following cloud approach,
which eliminates physical hardware costs, site maintenance costs, and expenditure
for acquiring software licenses.
Customized Threat Filtering
As data breach is on the rise, technology pundits anticipate that organizations across
the globe will invest in multi-layered filtering mechanisms. From start-ups to big size
enterprises, security threats have underscored the universal ecosystem. To this end,
applying a holistic approach that combines both automated and advanced analytics
can continuously monitor and analyze blends of information to make a threat
assessment. For this purpose, most of the service providers apply scanning
technology to identify and filter inbound & outbound spams, without blocking the
legitimate emails. The customizable mail scanning technologies use integrated threat
intelligence to continuously track malicious IP addresses and block potential threats
from identified targets, along with rising threats from zombies and botnets. The
antivirus and antispam engines are powered by the integrated security tools for
preventing spamming, phishing, spyware, viruses, and various other malware.
Conclusion
Corporate e-mail hosting service is a smarter way of outsourcing hardware, software
and managing day-to-day communication to cater to various in-house business demands. It provides credible profile to organizations to set-up its goals and encourages
enterprises, irrespective of size and nature of business, to avail email hosting plans
for keeping their emails and files safe. Exclusive and proprietary email domain names
deliver a competitive edge to organizations, which stands testimony to the fact that,
professional email hosting service eliminates the need for setting up IT teams and inhouse email servers. Likewise, email domain names are secured, customizable, and affordable solution that meets various business communication requirements of all the
organizations.
Go4Hosting.in is a leading provider of cogent email hosting solutions at affordable
prices. Our customized hosting plans are designed to help businesses in keeping their
emails safe, while enabling them to achieve economies of scale and reducing their cost
of operations.
For more information, please visit our website www.go4hosting.in