Using Email Disclaimers
Email
disclaimers are notices that are automatically appended to outgoing
messages. These disclaimers are primarily intended to reduce liability,
and to caution recipients not to misuse the information contained
within. The following is a sample email disclaimer:
The
information contained in this message is intended solely for the
individual to whom it is specifically and originally addressed. This
message and its contents may contain confidential or privileged
information. If you are not the intended recipient, you are hereby
notified that any disclosure or distribution, or taking any action in
reliance on the contents of this information, is strictly prohibited.
When
implementing an email disclaimer, you should seek the review and
approval of the disclaimer by the organization’s legal department, if
any.
Creating an Email Disclaimer in Exchange Server 2007
Email disclaimers are easily configured in the Exchange Management Console by performing the following actions:
1. | Open the Exchange Management Console on the Hub Transport server. |
2. | In the console tree, click Organization Configuration, and then click Hub Transport. |
3. | In the results pane, click the Transport Rules tab, and then, in the action pane, click New Transport Rule.
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4. | In the Name field, enter the name of the disclaimer. If you have notes for this disclaimer, enter them in the Comments field.
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5. | If
you want the disclaimer to be created in a disabled state, clear the
Enabled check box. Otherwise, leave the Enabled check box selected.
Click Next to continue.
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6. | In the Step 1.
Select the Condition(s) dialog box, select all the conditions that you
want to be applied to this disclaimer. If you want this disclaimer to
be applied to all email messages, do not select any conditions in this
step. However, if you want the disclaimer to only be applied to
outgoing messages, select Sent to Users Inside or Outside the
Corporation.
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7. | If you selected conditions in the previous step, in the Step 2. Edit the Rule Description (Click an Underlined Value) option, click each blue underlined word.
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8. | When
you click a blue underlined word, a new window opens to prompt you for
the values to apply to the condition. Select the values that you want
to apply, or type the values manually. If the window requires that you
manually add values to a list, type a value. Then click Add. Repeat
this process until you have entered all the values, and then click OK
to close the window.
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9. | Repeat the previous step for each condition that you selected. After you configure all the conditions, click Next.
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10. | In the Step 1.
Select the Action(s) dialog box, click Append Disclaimer Text Using
Font, Size, Color, and Fallback to Action if Unable to Apply.
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11. | In the Step 2.
Edit the Rule Description (Click an Underlined Value) option, click
each blue underlined word. Each word, except Disclaimer Text, is the
default value for each field. The fields are Append (or Prepend),
Disclaimer Text, Font, Font Size, Font Color, and Fallback Action. Click Disclaimer Text and enter the text of your disclaimer. |
12. | When
you click a blue underlined word, a new window opens to prompt you to
select the items that you want to add or type values manually. When you
are finished, click OK to close the window.
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13. | Repeat the previous step for each action that you selected. After you configure all the actions, click Next.
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14. | In the Step 1.
Select the Exception(s) dialog box, select all the exceptions that you
want to be applied to this rule. You are not required to select any
exceptions.
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15. | If you selected exceptions in the previous step, in the Step 2. Edit the Rule Description (Click an Underlined Value) option, click each blue underlined word.
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16. | After you configure any exceptions, click Next.
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17. | Review
the Configuration Summary. If you are happy with the configuration of
the new rule, click New. The rule is tested and, if there are no
errors, the Completion screen shows 1 item, 1 succeeded, 0 failed.
Click Finish.
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Standardizing Server Builds
One
other easily overlooked component of a secure messaging environment is
ensuring that all components are maintained regularly and consistently.
Maintaining server builds that are as identical as possible allows an
organization to save on administration, maintenance, and
troubleshooting.
With standardized systems, all servers can be maintained, patched, and upgraded in similar or identical manners.
Understandably,
most organizations cannot afford to standardize on a single hardware
platform and replace all of their systems with each and every upgrade.
Often, as servers are added to and removed from an environment,
different hardware platforms require different server builds to
function properly. However, keeping these systems as close as possible
in configuration by using automated and/or scripted installations,
automated update utilities, and regular monitoring can increase the
likelihood that each server added to the environment meets the
organization’s security requirements.
