If you are a business owner and you rely on email, spam is going to be a major concern. How you address it can make a big difference in employee efficiency. Email spam has been a nuisance and has gotten even worse over the last several years. Email spam slows down server performance and can eat away at storage. Cleaning all those bad messages out of your inbox is time consuming. The easiest way for viruses to spread is via email.
Having a strategy to deal with email spam and viruses threats is essential for any business to survive and be productive. You can limit the negative impact to your business by having policies and guidelines in place.
Tips to avoid getting email spam:
- If you have a company web site, use a contact form that the web site visitor
can fill out. Some spam mers use robots that crawl web pages looking for
email addresses. Your web site designer should be able to help you with this.
- When signing up for forums, products and services use a free email or throwaway
account like hotmail or Yahoo mail.
- When signing up for offers be careful what boxes you check although technically
not spam you may get a lot of email offers you do not want.
- Never reply to an email spam message, this just lets them know that your
account is active.
- You may want to use a throwaway email address if you post on newsgroups
or forums.
These measures may help to reduce spam, but if you have an old email address you may want to change your email address or deploy a spam filter system. There are several choices for anti spam systems you could buy software that runs locally on your PC to filter the spam, but this can be expensive, does not prevent virus infection, and is not a good choice in a networked environment. Managing individual machine spam software is inefficient.If you have limited technical resources you can outsource you email spam filtering to a hosted anti spam and virus solution provider. Spam filter service providers colocate their spam and virus filters in data centers with redundant power and network connections. You will need to change your mail exchanger on your dns servers to point to the service providers spam filters. Your service provider will then scrub your email for spam and viruses. They then forward your email to your mail server minus the spam and viruses. This gives you a few extra layers of protection. In the event of a network outage or server downtime your email is held and is delivered when the network or your server is available minus the virus and spam. Spam filter services also scan for viruses; this adds another layer of defense to the virus software already running on your network.
If you have an organization with more than one hundred email boxes investing in your own spam filter appliance is the most cost effective solution if you have the technical expertise to manage the system. A spam appliance sits in front of your email server and blocks spam and viruses. The price of the spam appliance will depend upon your number of users, amount of mail and storage requirements.
Fighting spam is no longer be a losing battle if you have a good strategy to deal with the threat.
John Tourloukis is the founder of Fast PC Networks Data Center Colocation, Disaster
Recovery Services, and Spam Filter Service.