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Management of Legally Compliant
                                                  Email Business Processes




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
GROUP Business Software AG


              Worldwide leader in applications built on or for IBM Lotus Software since 1992

              European Headquarters Frankfurt

              12 Office Locations                             US, UK, Canada, Germany, Denmark, Bulgaria

              Employees worldwide                             200

              Publically traded since 2000 at Frankfurt Stock Exchange (FSE)




                                                                                                                                                             stats
                                                                                     Year 2009
                                                                                      142,163 development hours

                                                                                      45,920 services hours

                                                                                      $36,000,000 USD


N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
GBS Solutions




                                                 apps




                                                                                                         experts




                                                                                                                                                                 live
         Applications                                            Services                                                Cloud
          CRM                                                    GBS Evolution                                          Domino Cloud

          Compliance                                             Consulting                                             Public Cloud

          Email Management                                       Administration                                         Corporate Cloud

          IM Management                                          Development                                            Hybrid Cloud

          Productivity




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
GBS Customers




                                                                                                                                                                 customers
              Enterprise and midmarket
                                                                                                      Key Customers
              38 countries / 4 continents
                                                                                                         Ernst & Young
              Key industries served
                                                                                                         Deutsche Bank
                 Financial Services / Banking                                                           Toyota
                 Transportation & Logistics                                                             PriceWaterhouseCoopers
                 Pharmaceutical                                                                         Mercedes-Benz
                 Manufacturing                                                                          Merck
                 Automotive                                                                             BASF
                                                                                                         Singapore Airlines
                                                                                                         Bayer
                                                                                                         HSBC Services Japan Limited
                                                                                                         Allianz




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Growth by Acquisition




         2002              2003               2004              2005              2006             2007             2008               2009                  2010




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
The Email Experts


        „GBS is the leading provider of process-oriented, centralised and easy-to-
           maintain email management solutions for Lotus Domino and Microsoft
           Exchange. GBS‘s core solution for email security and email archiving
           provides a powerful and flexible infrastructure for processing, storing and
           managing email from its creation to its disposal.“


              Proven Know-how > 18 years

              Global experts take care of
               your email communication




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Focus on Compliance


              Compliance includes the efforts of companies to
               oppose the increasing liability risks a preventive
               business organisation.

              It includes compliance with legal and
               operational requirements and guidelines
               of a company

              Compliance affects all areas of an
               organisation and all of its employees




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Compliance Regulations


            Legal requirements                                                                     Regulations

            ■    Commercial Law                                                                    ■     8th EU Directive
            ■    Value added tax law                                                               ■     Basel II
            ■    Anti-Money Laundering Legislation                                                 ■     Influence of American law (subsidiaries of US
            ■    The Freedom of Information Act                                                          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                                                                              Data Protection Act
            ■    BS 7799-2:2002 (British Standards Institute)                                      ■     Data Protection Act
            ■    ISO 9000 ff
            ■    ISO 27001




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Why is Compliance so Important to Email?


              Avoiding liability risks
              Global economy and networked trade
              The productivity of your email and the associated value
              Regulatory reasons (legal/corporate)
              Reducing risks through automation of regulations
              Protection against negligent and intentional abuse (data protection)
              Documentation requirements (email archiving)




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Email Management
        Many Questions, One Answer

               How can you filter viruses even in
                encrypted emails?
               How can you automatically encrypt
                sensitive and confidential emails?
               How can you solve the problem of
                SPAM without filtering business critical
                emails?
               How can you automate content-related
                email business processes?
               How can you verify that your email
                communication follows business
                processes and regulations?
               How can you ensure the transfer of
                emails into an audit-proof archiving
                system?




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Email Management



              …describes strategies and methods for
               implementing safe and efficient email
               business processes
              …solves security and organisation
               problems and reduces risks in using
               email
              …ensures the use of email in
               accordance with business processes
               and regulations
              …allows an increase in productivity,
               reduces costs and quick ROI




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
The Email Business Process




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Summary


              Intecrated email business processes enable legally compliant email
               communication
              Integration of all necessary aspects
                 Secure business email
                 Reliability of storage
                 Efficiency in email retrieval
              Compliance with legal and formal requirements
              Risk reduction through automation of regulations
              Protection against the theft of intellectual property
              Coverage against negligent or deliberate misuse
              Increasing productivity and value added in the email process




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Thanks for Your Attention!


        GROUP Business Software AG
        MesseTurm                                                 Ottostrasse 4
        60308 Frankfurt / Germany                                 76227 Karlsruhe / Germany
        Phone +49 (0)69 789 8819-0                                Phone +49 (0)721-4901-0

        n info@gbs.com                      n www.gbs.com

        GROUP Business Software (UK) Ltd.
        3 More London Riverside                                   Manchester Business Park
        London                                                    3000 Aviator Way
        SE1 2RE                                                   Manchester M22 5TG
        Phone +44 (0)207 206 0001                                 Phone +44 (0)161 266 1066

        n info@uk.gbs.com                   n www.gbs.com




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
About iQ.Suite



              Email Security                                  Email Archiving                             Email Productivity




               Comprehensive solution for legally compliant management of email
                communication
               Optimises costs and performance of the leading email platforms
               Increases productivity of your employees
               Available for Lotus Domino, Microsoft Exchange and SMTP




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Architecture


              Server-based architecture enables cost-efficient, centralised administration
              Modular structure is fully scalable and guarantees a high
               degree of investment security
              Detailed regulations for implementing effective email business
               processes




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Integration in Lotus Domino




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Integration in Microsoft Exchange




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
The GBS Solution: iQ.Suite




                          Email                                               Email                                             Email
                         Security                                           Archiving                                        Productivity


               Trailer                                         Store                                                    Clerk
               Watchdog                                        Bridge                                                   Smart
               Wall                                            Safe                                                     Budget
               Crypt                                                                                                     Mastering
               WebCrypt                                                                                                  Clustering
               KeyManager


N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
email security
                                                                    Email Security
                                                                    without Compromise




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
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
               Add pictures to your email footer
               Time-based and rule-based use of
                boilerplate text, e.g. for marketing
                communications




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Watchdog
        Centralised Virus Protection

               Intelligent, centralised blocking of viruses
                and undesirable file attachments
               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


N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Wall
        Multi-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




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Crypt
        Server-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
               Compatible with existing PKI structures
               Checks encrypted email for viruses and
                content when used together with
                Watchdog or Wall




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite WebCrypt
        Email Encryption Made Easy

               Protection of intellectual property
                and a simultaneous increase in
                communications efficiency
               Available on-premise or as SaaS on the
                GROUP Live cloud platform in the IBM
                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
               Centralised, integrated user
                management
               Fast and seamless integration with
                Crypt



N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Key Manager
        Integrated Certificate and Key Management

              Standard storage for certificates and keys*
              Centralised, web-based administration
              Integration of official trust centres, e.g. VeriSign
              Automatic creation of certificates
              Connection to existing PKI structures
              Integration into the email management solution iQ.Suite




        *Key administration coming soon




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
email archiving
                                                                    Legally Compliant
                                                                    Email Archiving




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Store
        Efficient 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 timeframe
               File system storage




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Bridge – Legally Compliant
        Email 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




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Safe
        Centralised Email Repository

               Rule-based, centralised email
                archiving and specialised databases
               Seamlessly documents all email
                traffic
               Enables encrypted archiving and
                protects against unauthorised access
                to the archive
               Signed archiving to prevent
                manipulation of saved emails
               Saves the original email prior to
                delivery




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
email productivity
                                                                    Email Productivity
                                                                    Focus on Efficiency
                                                                    and Cost Control




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Clerk
        Rule-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




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Smart
        Time-based Email Processing

               Reduces server/network load through
                scheduled email transmission
               Integration of 4-eyes-principle
               User can schedule individual email
                transmission times
               Logical disclosure of links in emails
                for external transmission
               Automatically converts email
                attachments into standard formats
                such as PDF




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
iQ.Suite Budget
        Efficient 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




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
Thanks for Your Attention!


        GROUP Business Software AG
        MesseTurm                                                 Ottostrasse 4
        60308 Frankfurt / Germany                                 76227 Karlsruhe / Germany
        Phone +49 (0)69 789 8819-0                                Phone +49 (0)721-4901-0

        n info@gbs.com                      n www.gbs.com

        GROUP Business Software (UK) Ltd.
        3 More London Riverside                                   Manchester Business Park
        London                                                    3000 Aviator Way
        SE1 2RE                                                   Manchester M22 5TG
        Phone +44 (0)207 206 0001                                 Phone +44 (0)161 266 1066

        n info@uk.gbs.com                   n www.gbs.com




N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A

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Gbs 01 2011_en

  • 1. Management of Legally Compliant Email Business Processes N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 2. GROUP Business Software AG  Worldwide leader in applications built on or for IBM Lotus Software since 1992  European Headquarters Frankfurt  12 Office Locations US, UK, Canada, Germany, Denmark, Bulgaria  Employees worldwide 200  Publically traded since 2000 at Frankfurt Stock Exchange (FSE) stats Year 2009  142,163 development hours  45,920 services hours  $36,000,000 USD N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 3. GBS Solutions apps experts live Applications Services Cloud  CRM  GBS Evolution  Domino Cloud  Compliance  Consulting  Public Cloud  Email Management  Administration  Corporate Cloud  IM Management  Development  Hybrid Cloud  Productivity N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 4. GBS Customers customers  Enterprise and midmarket Key Customers  38 countries / 4 continents  Ernst & Young  Key industries served  Deutsche Bank  Financial Services / Banking  Toyota  Transportation & Logistics  PriceWaterhouseCoopers  Pharmaceutical  Mercedes-Benz  Manufacturing  Merck  Automotive  BASF  Singapore Airlines  Bayer  HSBC Services Japan Limited  Allianz N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 5. Growth by Acquisition 2002 2003 2004 2005 2006 2007 2008 2009 2010 N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 6. The Email Experts „GBS is the leading provider of process-oriented, centralised and easy-to- maintain email management solutions for Lotus Domino and Microsoft Exchange. GBS‘s core solution for email security and email archiving provides a powerful and flexible infrastructure for processing, storing and managing email from its creation to its disposal.“  Proven Know-how > 18 years  Global experts take care of your email communication N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 7. Focus on Compliance  Compliance includes the efforts of companies to oppose the increasing liability risks a preventive business organisation.  It includes compliance with legal and operational requirements and guidelines of a company  Compliance affects all areas of an organisation and all of its employees N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 8. Compliance Regulations Legal requirements Regulations ■ Commercial Law ■ 8th EU Directive ■ Value added tax law ■ Basel II ■ Anti-Money Laundering Legislation ■ Influence of American law (subsidiaries of US ■ The Freedom of Information Act 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 Data Protection Act ■ BS 7799-2:2002 (British Standards Institute) ■ Data Protection Act ■ ISO 9000 ff ■ ISO 27001 N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 9. Why is Compliance so Important to Email?  Avoiding liability risks  Global economy and networked trade  The productivity of your email and the associated value  Regulatory reasons (legal/corporate)  Reducing risks through automation of regulations  Protection against negligent and intentional abuse (data protection)  Documentation requirements (email archiving) N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 10. Email Management Many Questions, One Answer  How can you filter viruses even in encrypted emails?  How can you automatically encrypt sensitive and confidential emails?  How can you solve the problem of SPAM without filtering business critical emails?  How can you automate content-related email business processes?  How can you verify that your email communication follows business processes and regulations?  How can you ensure the transfer of emails into an audit-proof archiving system? N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 11. Email Management  …describes strategies and methods for implementing safe and efficient email business processes  …solves security and organisation problems and reduces risks in using email  …ensures the use of email in accordance with business processes and regulations  …allows an increase in productivity, reduces costs and quick ROI N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 12. The Email Business Process N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 13. Summary  Intecrated email business processes enable legally compliant email communication  Integration of all necessary aspects  Secure business email  Reliability of storage  Efficiency in email retrieval  Compliance with legal and formal requirements  Risk reduction through automation of regulations  Protection against the theft of intellectual property  Coverage against negligent or deliberate misuse  Increasing productivity and value added in the email process N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 14. Thanks for Your Attention! GROUP Business Software AG MesseTurm Ottostrasse 4 60308 Frankfurt / Germany 76227 Karlsruhe / Germany Phone +49 (0)69 789 8819-0 Phone +49 (0)721-4901-0 n info@gbs.com n www.gbs.com GROUP Business Software (UK) Ltd. 3 More London Riverside Manchester Business Park London 3000 Aviator Way SE1 2RE Manchester M22 5TG Phone +44 (0)207 206 0001 Phone +44 (0)161 266 1066 n info@uk.gbs.com n www.gbs.com N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 15. About iQ.Suite Email Security Email Archiving Email Productivity  Comprehensive solution for legally compliant management of email communication  Optimises costs and performance of the leading email platforms  Increases productivity of your employees  Available for Lotus Domino, Microsoft Exchange and SMTP N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 16. iQ.Suite Architecture  Server-based architecture enables cost-efficient, centralised administration  Modular structure is fully scalable and guarantees a high degree of investment security  Detailed regulations for implementing effective email business processes N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 17. Integration in Lotus Domino N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 18. Integration in Microsoft Exchange N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 19. The GBS Solution: iQ.Suite Email Email Email Security Archiving Productivity  Trailer  Store  Clerk  Watchdog  Bridge  Smart  Wall  Safe  Budget  Crypt  Mastering  WebCrypt  Clustering  KeyManager N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 20. email security Email Security without Compromise N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 21. 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  Add pictures to your email footer  Time-based and rule-based use of boilerplate text, e.g. for marketing communications N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 22. iQ.Suite Watchdog Centralised Virus Protection  Intelligent, centralised blocking of viruses and undesirable file attachments  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 N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 23. iQ.Suite Wall Multi-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 N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 24. iQ.Suite Crypt Server-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  Compatible with existing PKI structures  Checks encrypted email for viruses and content when used together with Watchdog or Wall N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 25. iQ.Suite WebCrypt Email Encryption Made Easy  Protection of intellectual property and a simultaneous increase in communications efficiency  Available on-premise or as SaaS on the GROUP Live cloud platform in the IBM 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  Centralised, integrated user management  Fast and seamless integration with Crypt N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 26. iQ.Suite Key Manager Integrated Certificate and Key Management  Standard storage for certificates and keys*  Centralised, web-based administration  Integration of official trust centres, e.g. VeriSign  Automatic creation of certificates  Connection to existing PKI structures  Integration into the email management solution iQ.Suite *Key administration coming soon N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 27. email archiving Legally Compliant Email Archiving N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 28. iQ.Suite Store Efficient 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 timeframe  File system storage N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 29. iQ.Suite Bridge – Legally Compliant Email 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 N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 30. iQ.Suite Safe Centralised Email Repository  Rule-based, centralised email archiving and specialised databases  Seamlessly documents all email traffic  Enables encrypted archiving and protects against unauthorised access to the archive  Signed archiving to prevent manipulation of saved emails  Saves the original email prior to delivery N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 31. email productivity Email Productivity Focus on Efficiency and Cost Control N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 32. iQ.Suite Clerk Rule-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 N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 33. iQ.Suite Smart Time-based Email Processing  Reduces server/network load through scheduled email transmission  Integration of 4-eyes-principle  User can schedule individual email transmission times  Logical disclosure of links in emails for external transmission  Automatically converts email attachments into standard formats such as PDF N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 34. iQ.Suite Budget Efficient 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 N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A
  • 35. Thanks for Your Attention! GROUP Business Software AG MesseTurm Ottostrasse 4 60308 Frankfurt / Germany 76227 Karlsruhe / Germany Phone +49 (0)69 789 8819-0 Phone +49 (0)721-4901-0 n info@gbs.com n www.gbs.com GROUP Business Software (UK) Ltd. 3 More London Riverside Manchester Business Park London 3000 Aviator Way SE1 2RE Manchester M22 5TG Phone +44 (0)207 206 0001 Phone +44 (0)161 266 1066 n info@uk.gbs.com n www.gbs.com N E W Y O R K ▪ AT L AN T A ▪ B O S T O N ▪ T O R O N T O ▪ L O N D O N ▪ M AN C H E S T E R ▪ C O P E N H AG E N ▪ F R AN K F U R T ▪ D R E S D E N ▪ K AR L S R U H E ▪ V AR N A