Email

Email setup looks easy, but proper systems configuration and management can be complicated, especially for small businesses. We can help you sort it out.

Email management is more important than hard copy filing systems management. Important digital business records are increasing in volume and in difficulty to control.  Small businesses normally do not have the resources to manage an internal email server.  Therefore, much of your email system processes are not under your direct control. Because of this, managing, securing, controlling and archiving your email requires a properly configured and managed email system.

Email Objectives

Email should be:

  • Available from anywhere through an internet browser.
  • Identified to your domain name, not another service such as hotmail.
  • Accessible directly without being automatically forwarded to another email account.
  • Accessible and configurable from smart phones, notebooks, desktops, and tablets.
  • Accommodate employees’ accounts on public services such as Google, Hotmail, and Yahoo.
  • Separated from personal email accounts of employees.
  • Retained, accessible and archived as business records.
  • Available for backup and restore in case of system failure.
  • Standard employee guidelines for using and maintaining your business email communications.

System Design

The system design features:

  • Email should be centralized so that all sent, received and stored email is processed by a single server.
  • Email readers such as Outlook and Thunderbird should configure the email accounts as IMAP accounts.
  • Email readers on mobile devices should support IMAP configurations.
  • Webmail services should be setup to support browser access.
  • Commercial email services such as, gmail, yahoo and hotmail, should support IMAP send and receive configuration to the central server.
  • The central server must be accessible for backup downloads.
  • Procedures should be developed and tested for recovering lost email records from the backup media.