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Legally Compliant Email Management

How to integrate comprehensive

Email Security and Email Archiving

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Challenges

Growing number of cyber and phishing attacks endangers business operations

Rising data protection requirements

Increasing industrial espionage and risks related to data leakage

Extensive legal, sector specific and corporate policies, including the Information

Technology Security Act or record storage requirements

Productivity and performance loss due to high email traffic

Lack of transparency regarding content and email volume

Consistent integration of communication partners, e.g. confidentiality

Efficiently retrieving information stored in emails and linking it to other

business processes

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Increasing World-wide Email Traffic

Source: Radicati

Sentem

ails

in b

illio

ns

PrivateBusiness

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Malware on the Rise

Quelle: AV-Test

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The Email Experts

With iQ.Suite, GBS offers a comprehensive

solution for legally compliant email management.

Companies can use it to cover all operational,

organisational and technical requirements of

email security and email archiving.

At the same time users will benefit from a

centralised, rule-based management on the

leading mail platforms IBM Domino and Microsoft

Exchange/SMTP.

Proven Know-how > 20 years

Global experts take care of

your email communication

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Compliance Regulations

Legal requirements

Commercial Law

Value added tax law

Anti-Money Laundering Legislation

The Freedom of Information Act

Regulations

8th EU Directive

Basel II, III

Influence of American law (subsidiaries of US companies

etc.)

• Department of Defence (DoD)

• Sarbanes-Oxley Act (SOX)

• Security and Exchange Commission (SEC)- Rules

• Health Insurance Portability & Accountability Act (HIPPA)

Food Drug Administration (FDA)

Standards

BS 7799-2:2002 (British Standards Institute)

ISO 9000 ff

ISO 27001

Data Protection Act

Data Protection Act

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How IT Departments Benefit from iQ.Suite

IT departments

Can implement mandatory

requirements for all users

Minimise the integration effort

through close linkage with the

mail platform

Respond more quickly through

policy-based management

changes

Save time by a centralised and standardised

operating concept

Always have an overview of the email

communication

Relieve and protect the

infrastructure

No need to train users

Benefit from professional

support provided by GBS

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Receive emails that are free of viruses

and spam

Send emails which are always in

accordance with legal and operational requirements

Provide quality service through the

central absence management

Have no productivity losses through crowded

mailboxes and find emails faster

Be pro-actively informed about

blocked emails and maintain their own

blacklists and whitelist

Don’t have to deal with technical

aspects

Mobile access toimportant functions

via App

How Users Benefit from iQ.Suite

IT-AbteilungenUsers

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How Managers Benefit from iQ.Suite

ManagersReduce risks through

compliance with legal and operational requirements

Obtain significant analysis and reports to make

reliable decisions based on facts

Increase the productivity of employees in the email

communication

Obviate data protection problems, know-how

leakage and damage to one's image

Benefit from greater efficiency through the

combination of email with other business processes

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The Email Business Process

Email Management with iQ.Suite

Email Security Email Archiving Email Productivity

Anti-Virus & Anti-Phishing

Anti-Spam

Data Leakage Prevention

Legal Disclaimer

Encryption

Server Load Reduction

Legally Compliant Archiving

Intelligent Pre-Classification

Efficient Retrieval

Delegation Management

Work-Life-Balance

Availability & Load Balancing

Social Business Integration

Web-based Access & Mobile Apps

Centralised, Rule-based & Compliant Processes

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Benefits of Secure Email Management

Improved legal security in electronic communication

No disruptions in the communication flow, e.g.

• Data protection

• Preservation duties

• Retrievability

Reduced risks through comprehensive automation of email processes

Protection against negligence or willful misuse of customer data

Increased work-life-balance and productivity by relieving employees

Easy integration of email with other business processes

High investment security by multi-platform support and integration of web and cloud

technology as well as social business

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iQ.Suite – Benefits

Modular architecture

increases flexibility

Platform independent

available under IBM

Domino and Microsoft

Exchange/SMTP

Integrate

social business,

cloud and mobility

Effective defense

against cyber attacks

Highly efficient thanks

to central management

Easily adaptable to

company and legal

requirements

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Visit us online

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iQ.Suite –One stop solution package

Comprehensive solution for secure management of email communication

Optimises costs and performance of the leading email platforms

Increases productivity of your employees

Server-based architecture enables cost-efficient, centralised administration

Modular structure is fully scalable and guarantees a high

degree of investment security

Available for IBM Domino, Microsoft Exchange / SMTP

Additional access via WebClient and Apps (Apple iOS and Google Android)

Email Security Email Archiving Email Productivity

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Integration in IBM Domino

GBS Enterprise Message Handler

Watc

hdog

Wall

Cry

pt

Pro

Tra

iler

…

GBS Policy Engine

iQ.Suite Architecture for IBM Domino

te_hook

Grabber

Router

Ma

il S

erv

er

Recipient

Sender

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Integration in Microsoft Exchange

GBS Enterprise Message Handler

Watc

hdog

Wall

Cry

pt

Pro

Tra

iler

…

GBS Policy Engine

iQ.Suite Architecture for Microsoft Exchange /SMTP

Microsoft SMTP

Advanced Queue

Grabber

Microsoft SMTP

Advanced Queue

Ma

il S

erv

er

Recipient

Sender

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The GBS Solution: iQ.Suite

Email Security

Email Archiving

Email Productivity

Trailer

Watchdog

Wall

DLP

Crypt Pro

WebCrypt Pro

PDFCrypt

Bridge

Store Pro

Safe

Connect

Clerk

Smart

Budget

Convert

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Email Security without Compromise

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iQ.Suite Trailer Rule-based Legal Disclaimer

Centralised, parameter-driven email signatures

Automatically adds company information and legal disclaimer to

outgoing emails

Reduces company’s liability risks

Integration of dynamic user information from the central email

address book

Adds pictures, vCards and QR codes to your email footer

Time-based and rule-based use of boilerplate text, e.g. for marketing

communications

Separate user roles in iQ.Suite WebClient enable partial modification of

email signature by individual departments

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iQ.Suite WatchdogCentralised Virus and Phishing Protection

Intelligent, centralised blocking of viruses and undesirable file

attachments

Inspect suspicious URLs and detect phishing mails

Parallel operation with leading virus scanners possible

Detects file attachments using unique, manipulation-proof file patterns

(fingerprints)

Users can define file restrictions through

a combination of file name, extensions, and size

Scans email message text and attachments

Checks encrypted emails for viruses and content when used in

combination with Crypt Pro

Optional integration of cloud detection technologies to block unknown

attacks (Zero-Day-Exploits)

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iQ.Suite WallMulti-level Spam Filter

Monitors and secures email communication

• Analyses all text, file and image content

• Reliably detects spam through intelligent, self-learning email analysis (CORE)

• Enables multi-level spam filtering

Centralised quarantine management for enterprise/multiple-server

environments

User-specific access to emails in quarantine

Intelligently categorises and classifies

email based on a content

Prevents unauthorised transmission of sensitive or confidential

information in combination with iQ.Suite DLP

Optional integration of cloud detection technologies

Browser-based access using iQ.Suite WebClient or via App

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iQ.Suite DLPIntelligent Protection from Data Theft

Avoid data theft in outbound email communication

Identify sensitive information in email texts and attachments in

combination with iQ.Suite Wall and iQ.Suite Watchdog

Uncover anomalies such as sudden increases in content volume or

transmission of large attachments in email communication

Block confidential or suspicious emails

Four eyes evaluation for parked emails by pre-defined person, for

example security officer or supervisor

Release or block the detained email

Web-based dashboard with concise display of key figures and DLP

violations

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Components for Comprehensive Security

+ + =

iQ.Suite Crypt Pro

Key-/certificate-based

Email Encryption B2B

iQ.Suite WebCrypt Pro

Web-based

Email Encryption B2C

iQ.Suite PDFCrypt

PDF-based

Email Encryption

Comprehensive

Security

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iQ.Suite Crypt ProServer-based Email Encryption

Confidentiality of emails through server-based, centralised email

encryption

Minimal administrative expense

Simple and fast email encryption takes place automatically

No user interaction necessary

Parallel support of PGP, GnUPG and S/MIME including Import & Export

Centralised storage for certificates and keys

Compatible with existing PKI structures

Integration of official trust centers, e.g. D-Trust

Automatic creation of certificates

Checks encrypted email for viruses and content when used together

with iQ.Suite Watchdog or iQ.Suite Wall

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iQ.Suite WebCrypt ProWeb-based Email Encryption

Protection of intellectual property and a simultaneous increase in

communications efficiency

Available on-premise or as SaaS in an external data center

Secure processes for confidential email correspondence without PGP,

S/MIME or PKI structures

No requirements for communication partners to install additional

hardware and software

Intuitive web portal interface

Recipients can answer safely

Centralised, integrated user management

Fast and seamless integration with Crypt Pro

Email routing adjustments unnecessary

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iQ.Suite PDFCryptPDF-based Email Encryption

Central PDF-based encryption

Text and file attachments are embedded into PDF file

File attachments remain in their original format

Integrated password management

Automatic password transmission to recipient or sender

Optional password delivery via separate communication channel

No software installation required on part of the recipient

No need for keys and certificates

Usable with any device and mail client

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Legally Compliant Email Archiving

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iQ.Suite Bridge – Legally CompliantEmail Archiving and Compliance Interface

Long-term archiving based upon company policies and compliance with

prevailing laws

Centralised archiving before delivery to end-user mailboxes

Completely automated process ensures manipulation-proof records

Intelligent pre-classification functions when used in combination

with Wall

Can be integrated into leading archiving systems

Flexible data exchange between email system and business

applications such as CRM, ERP, DMS

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iQ.Suite Store ProEfficient Server Load Reduction

Centralises archiving to drive down costs and free up resources

Reduced demand on server and mailboxes

Scheduled and server-controlled, or manually controllable archiving

Comprehensive rule-based archiving and search possibilities

Single-instance archiving for attachments

Reduced server backup timeframes

File system storage

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iQ.Suite SafeLegally compliant email archiving

Rule-based, centralized email archiving

Complete traceability of entire email correspondence

Save original email prior to delivery

Protect against manipulation and unauthorised access to archives

File emails on central servers / data banks

Sender and/or recipient based email archiving

Automatic surveillance of available disc space

Supports encrypted archiving

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Email Productivity Focus on Efficiency and Cost Control

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iQ.Suite ConnectSeamless Integration of Social Business

Centralises storage of email attachments in Microsoft SharePoint and

IBM Connections

Works with automated processes including classification of

business-related content

Offers a flexible ruleset to control the process

Replaces attachments with links

Increases productivity of employees

Delivers added value by integrating email communications and

Social Business

Uses single-instance storage of attachments

Reduces demand on server while sending large file attachments

Stores only clean, virus- free attachments in combination with

iQ.Suite Watchdog and iQ.Suite Wall

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iQ.Suite ClerkRule-based Delegation Management

Forwards and processes important emails, even during the

user's absence

Informs email sender that the recipient is absent

Systematically prevents the forwarding of confidential or

personal emails

Internal and external email forwarding is limited to authorised personnel

Guarantees that company policies on legal requirements are met

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iQ.Suite SmartTime-controlled Email Transmission

Realisation of a better work-life-balance through time-based email

transmission

Reliable reduction of server and network load caused by large

mail volume

User-controlled scheduling of outbound mail

Logic resolution of links in messages for sending to external recipients

Sender notification regarding delayed sending

Automatic email to report error situations sent to administrator

Reliable archiving of unsent messages

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iQ.Suite BudgetEfficient Control of Email Costs

Analyses and creates email traffic log of all emails

Evaluates email volume according to defined cost centres

Reports email costs with definition of different cost rates

Defines and structures email budgets for users and user groups

Graphic display of reports in diagrams and overviews for management

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iQ.Suite ConvertAutomatic Conversion of Email Attachments

Server-based conversion of email attachments

Fully automated processes

No user interaction required

Flexible and rule-based management, e.g. using fingerprints

Conversion to PDF

• Uniform, widely used PDF format instead of many different formats

• Supports PDF/A, the approved format for long-term archiving

• Optional integration of watermarks

Conversion to ZIP

• Central ZIP compression of email attachments

• Supports password-protected email attachments

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iQ.Suite WebClient

Actions: send email, add sender to

user whitelist or blacklist

Last 24 hours

Last 7 days

all

Search in index

fields

Show

details

User quarantine

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iQ.Suite Update Manager

Control updates centrally

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Without iQ.Suite Update Manager

Internet

Customer

iQ.Suite

Server

iQ.Suite

Server

iQ.Suite

Server

iQ.Suite

Server

iQ.Suite

Server

Avira SAVAPI

antivirus

scanner

McAfee

antivirus

scanner

Sophos

antivirus

scanner

Sophos

anti-spam

filter

Kaspersky

antivirus

scanner

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With iQ.Suite Update Manager

Avira SAVAPI

antivirus

scanner

McAfee

antivirus

scanner

Sophos

antivirus

scanner

Sophos

anti-spam

filter

Kaspersky

antivirus

scanner

Internet

iQ.Suite

Server

iQ.Suite

Server

iQ.Suite

Server

iQ.Suite

Server

iQ.Suite

Server

Customer

iQ.Suite Update Manager

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iQ.Suite Update Manager Overview

Centralised, on-premises update management for multi server

environments

Distribute virus and spam updates for

• Avira SAVAPI antivirus scanner

• McAfee antivirus scanner

• Kaspersky antivirus scanner

• Sophos antivirus scanner

• Sophos anti-spam filter

Benefits

Reduce expenses for internet traffic and data transfer

Manage updates made by different companies centrally

In the pipeline: Distribute iQ.Suite updates, hot fixes, licenses

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iQ.Suite Apps

Access to the most important

functions of iQ.Suite, anywhere

and anytime

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iQ.Suite Quarantine

Access the iQ.Suite quarantines,

quickly and easily

Move emails from the quarantine to your inbox

Manage blacklists and whitelists

Filter by quarantine or date

Search by subject, sender, date

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iQ.Suite Clerk

Define start and end of absence

Edit existing Clerk forwarding documents

Configure and activate email re-direction

to deputy

Access contacts to determine

forwarding address

Edit absence message

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iQ.Suite AppsMobile Email Management

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