Issue link: https://epubs.iltanet.org/i/27653
the server and bog it down. To the chagrin of mail server administrators, users have gotten used to the idea that e-mail is a great way to send files as attachments. However, with high-definition video, multi-megapixel photos, and larger presentations and PDF files, sending files through Exchange can lead to problems — both on the delivering and receiving ends. In many cases, even if your mail server supports very large files, the recipient’s mail server may not. The restrictions placed on mail servers are necessary these days, meant to protect unbridled growth of mailboxes and keep the e-mail system running efficiently. Large data stores can slow down the entire e-mail system, and even with Exchange 2010’s improvements to file storage, it is not designed to handle large files. With increased scrutiny when sharing bandwidth used by e-mail systems.” account for 95 percent of all “Attachments ALTERNATE SOLUTIONS Although e-mail servers may limit the size or types of attachments you can send, you still need a way to deliver files quickly and securely. Transferring files to file transfer protocol (FTP) sites and burning CDs are not viable methods because of security concerns and compliance issues, as well as the additional time and effort required with these methods. Sending large files, while adhering to security policies that protect personal information and confidential data, often stymies typical end-users. It falls on IT’s lap to facilitate file transfers, and make sure the transfers are done securely and efficiently. personal information, new compliance legislation and the unceasing need to maintain your firm’s good reputation, knowing when to avoid using e-mail is an important skill. Third- party add-ins can extend your e-mail system to help you collaborate with external recipients more securely, providing detailed tracking information and reports suitable for audits. The key to ensuring that a solution succeeds lies in both educating end-users and providing a tool that is a logical extension of their current tools. Web- enabled tools can provide ubiquitous access from any Internet-connected computer, and some will support the new crop of smartphones and tablets. Some organizations have opted to introduce secure e-mail clients. These solutions often use public key infrastructure (PKI) technology or secure/multipurpose Internet mail extensions (S/MIME) to encrypt messages before delivery. Recipients of secure messages typically must have a public and private key pair, or the proper certificates, in order to decrypt messages. Key management complexities, incompatibilities with mail clients and lack of Web support have kept this technology from growing as quickly as it should. In addition, secure e-mail usually has the same limitations on file attachments as standard mail servers — large files will still be problematic. www.iltanet.org Exchange 2010 35