If you are looking for to get more productivity and security from your e-mail, preserve the relationships that you have developed as well as comply with the latest rules and regulations, look no further. You deserve nothing less than a military-grade, secure business communication solution that is built with ease of use in mind.
The email2 platform is a proven alternative to the many flavors of e-mail encryption solutions offered today. By replacing the SMTP protocol with HTTPS, the email2 platform offers not only security but a myriad of new productivity enhancements not possible before. For a quick overview, see the list of features below, or for a more complete description of every feature, consult our Technical Overview White Paper.
Increased End-to-End Transport Security & Privacy
Security with the email2 platform is seamless and easy. Secure email2 messages are stored using at least AES 128-bit encryption for data-at-rest storage on your Private Email Network (PEN) - not all over the Internet on unprotected, public SMTP servers, like with basic e-mail (even if your e-mails are encrypted). AES is the only publicly available cipher certified for official government documents classified as 'Top Secret’. It ensures that your data is not tampered with (edited) over time and is automatically archived.
All connections made through the email2 platform occur via the HTTPS protocol instead of SMTP, ensuring that no one is able to intercept or tamper with the message content or attachments while they are in transit. Instead of relying on the unsecure SMTP, POP3 and IMAP4 protocols, your PEN uses encrypted HTTPS connections for all server calls and database transfers, without any changes to your network. HTTPS, (HTTP + SSL encryption), is the same secure connection technology used for online banking and is the most effective way of transferring data securely across the Internet.
Exchanging messages and attachments over an HTTPS connection results in much faster and more stable transactions than in conventional e-mail. It gives each recipient the ability to reject or block messages without actually retrieving them onto their local e-mail server or computer. It eliminate current security flaws such as ‘clear text’ exchanges of usernames and passwords and eliminates delivery failures typically encountered with basic or encrypted SMTP e-mail. Most e-mail security systems require a complicated exchange of certificates or establishing a Private Key Infrastructure (PKI), but we take care of all the behind-the-scenes work to make the experience completely seamless for end users. For customers that have already implemented a PKI, the addition of the email2 platform provides a very robust delivery system for confidential information where messages and attachments are encrypted locally using the PKI infrastructure.
Private Email Network (PEN): a Controlled, Centralized Secure Message & Attachments Repository
A Private E-mail Network (PEN) is a way for organizations to retain control of the information that they send over e-mail without adopting a whole new system of communication. A PEN is like a “gated e-mail community” available only to members that have been invited and completed the registration and authentication process. Members can belong to multiple PENs and select the most appropriate channel for a particular communication. Using a PEN doesn’t mean that you have to replace any technology that is currently in place like your e-mail addresses and or e-mail programs. The email2 platform acts as a secure message gateway by bringing a more reliable protocol to your existing e-mail infrastructure.
The PEN manages all secure messaging functions including message transport, encrypted database storage, archiving and tracking. When a member sends a secure email2 message, a direct and secure connection is established between the sender’s client (e.g. MS Outlook) and the PEN server. When a notification message is received, the member recipient uses the same client (e.g. MS Outlook, web client, or handheld mobile web client), to directly and securely connect to the PEN to retrieve the message, attachments, voice and video message, and associated metadata contained in the Delivery Slip. Information exchanged on a PEN can only be accessed by members of that same PEN with the correct credentials (e-mail address and password or more). Confidential information in secure email2 messages can only be viewed by the members that they are intended for.
Having a single, secure message repository enables your organization to facilitate e-mail compliance standards. In the event of a local disaster, secure email2 messages are unaffected because your data resides in an encrypted state on a remote server. In effect your PEN can be viewed as a full-featured disaster recovery tool for your most sensitive communications. Secure email2 messages can be stored by Outlook into the traditional e-mail server repository (e.g. Exchange) as any other basic e-mail messages. This means that all company data is stored behind the company’s firewall and any existing archiving or indexing e-mail systems will still work with secure messages.
Backward Compatibility: Seamless Microsoft Outlook Integration
The Outlook Toolbar for Outlook 2003 / 2007 allows members of a PEN to manage their secure email2 messages alongside their basic e-mail messages seamlessly in the world’s most widely used business e-mail client. With the Outlook Toolbar installed, a PEN member can use Outlook to seamlessly create, read and respond to secure email2 messages. Secure messages that are composed using the Outlook Toolbar can make use of all existing Outlook features such as Spell Check, Address Book, and Organizational Rules. There is no need to navigate to a separate browser, to manage and rotate complex encryption keys or cumbersome passwords. You are also able to send files of any size without limitations that are otherwise imposed by traditional e-mail or force users to use secure FTP.
The Outlook Toolbar also installs the Delivery Slip in Outlook, which means that whenever a secure message is selected, you have access to more information (message metadata) and actions than you do for basic e-mail messages. The Delivery Slip contains information such as message tracking information, message permissions, streaming video messages, and more, directly in Outlook.
With the Outlook Toolbar, you now have great flexibility and control when exchanging secure messages over your Private Email Network (PEN). The Outlook Toolbar provides added flexibility by conforming to the way users work within Outlook yet takes advantage of all the security and tracking capabilities of the email2 platform. The Outlook Toolbar does not require Administration rights on a computer to be installed; users can install it by themselves in under two minutes. Although the email2 platform still works with e-mail encryption technologies, by default it does not require complicated encryption programs or keys, making it a seamless experience for members.
Secure Innovative cross-platform Web & Mobile Clients
The secure web client allows authorized members of a Private Email Network (PEN) to read, reply to, forward and create messages securely. It offers additional features and information about messages in the form of the Delivery Slip, which contains message tracking information, message permissions, streaming video messages, and more. The web client is specific to a Private Email Network (PEN), effectively creating a branded personal, private mailbox for each of your members. Only secure messages from that Private Email Network (PEN) can be acted upon in this interface: no basic e-mail messages, no spam, and virtually virus-free. Every PEN has a separate, branded web client interface.
Being browser-based, the web client requires no installation on the local machine. Members accessing the Secure Web Client from a smart phone or other web enabled mobile device (like a Blackberry or an iPhone) are automatically directed to a mobile client. Create, read and reply to your secure messages on your BlackBerry, Windows Mobile and iPhone, or any other Smartphone device. The best part is that it uses the same secure access: all connections are still made over HTTPS (128-bit SSL encryption) and none of your private data is stored on the handheld device. Your information is protected, even if you lose your mobile device.
Proactive Message Summary ‘Delivery Slip’
The unique Delivery Slip contains pertinent information regarding the message details, attachments, message tracking results, video messages and policies applied to the current secure message. It is a window to the secure message where the recipient can access information about the sender, the recipients, what actions have been performed on the message – message retrieved, forwarded, replied, deleted or recalled, etc.
The Delivery Slip is a collection of metadata related to a specific secure message. In the Secure Web Client, a delivery slip for any given message can be viewed by clicking on a message in the Web Client inbox. If you are using the Outlook Toolbar, the Delivery Slip is visible beside the secure message in your standard e-mail client inbox. The Delivery Slip provides pertinent data about the message at hand: you can determine whether you want to download attachments, or even the secure message itself (with auto-retrieve off). Delivery Slips provide secure identity verification, so you know that no one has "spoofed" an e-mail account and sent a forged or altered email to you. Because there is sender transparency, personal accountability ensures a reduction in spam, phishing and malicious software.
Real time Message and Attachment Tracking
The email2 platform offers guaranteed and confirmed delivery of important email messages. Track your secure messages on any platform -- Outlook, Web Client and mobile devices -- with absolute accuracy. When was a message opened? Who was it forwarded to? Did the recipient print it? These actions and more can be recorded automatically for any message sent on your Private Email Network (PEN).
Your PEN lets you track your delivery of your secure message just like couriers and logistics companies. It provides truly accurate message tracking because all messages are stored on a central, trusted server. Because an entire conversation is stored on a single mirrored server, all requests for retrieval, replies, and forwards are tracked. Additionally, the server tracks when the message has been printed and the attachments have been downloaded. Only the centralized server structure of a PEN can provide accurate message tracking data. Secure messages are tracked both when they are received and when they are opened, providing the most accurate data possible. Additional tracking information is available for video messages and attachments. Because the PEN tracking information is so accurate, it can be used by organizations to aid in compliance with regulatory requirements, (e.g. SOX, HIPAA, and others): this means that a PEN can track all activity that’s happening with 100% accuracy.
Through the Delivery Slip, the tracking feature displays a list of message participants, and whether or not they have (for messages and attachments):
- Reviewed the Delivery Slip
- Retrieved the message (read)
- Replied to the message, (and to whom – available only to the sender)
- Forwarded the message, (and to whom – available only to the sender)
- Printed the message though the Web Client
- Deleted the message permanently though the Web Client
- Recalled the message
Pre-emptive Policy Quality Control: Keyword filtering, Black & White listing
The email2 platform uses a centralized, mutually trusted Private Email Network (PEN) to ensure that policies are always upheld. Your PEN works with existing security policy systems, such as anti-virus, Data Loss Prevention (DLP) and Information Rights Management (IRM). The platform allows the sender to control a message for its entire life cycle on the PEN. The unique PEN architecture empowers the sender to limit reply and forward permissions on the PEN, set an expiration date for a message, even recall a message at any point, even if previously read.
Pre-emptive policy control allows keyword filtering of all messages and black & white listing of all recipients before the message is sent (as set by the Administrator of the PEN). Policy control takes place dynamically – on ‘SEND’ before the message is transferred to the server. This is drastically different, (and more effective), than solutions which rely on ad-hoc parsing or outgoing message filters. Black listing allows to completely block e-mail address or e-mail domains before they can even be invited or registered with the PEN, and White listing allows the PEN Admin to ensure that specific e-mail addresses or e-mail domains are always using the PEN when exchanging e-mail messages.
True message Recall
E-mail has sped up our workflows, but its irrevocable nature means that highly visible mistakes are often made. You can now fully and ‘truly’ recall your secure messages and all attachments, even if the message has already been opened. All attachments are automatically recalled and deleted.
And have you ever tried the 'wishful thinking' Message Recall feature of MS Outlook? This message recall feature is different due to the underlying architecture of the platform:. email2 permission-based database messaging means that you can recall the read permission at any point during the life cycle of the conversation with no special conditions or reliance on an email client being connected to the network at a specific point in time.
Gigabyte File Attachments
End users are accustomed to sending files as e-mail attachments; however e-mail content is getting big and continues to grow at a rapid pace. Documents, spreadsheets, presentations and most other forms of information now in use, now employ rich multimedia content. When you are dealing with large files, you know from experience that your e-mails are getting bounced, quarantined and are saturating both your and your recipient’s inbox. Basic e-mail was never intended for this use. As a result, many organizations now restrict the size of email attachments due to the strain it puts on networking and storage resources.
email2 offers the ability to manage very large file attachments without taxing your network. You can now quickly and easily send large files (tested up to 20GB / 20,000MB) that would bring a traditional e-mail system to its knees. Since all communications are made using the HTTPS protocol, (instead of SMTP/POP3/IMAP4), large files can easily be sent and downloaded at high speeds (up to 10x faster with email2’s accelerator technology), from Outlook to Outlook, without requiring the user to log in to a secure FTP server or a browser based application. We eliminate all the problems people have with basic e-mail as a file transferring tool. Consider the following benefits:
- email2 works directly from Outlook without dealing with size and security limitations.
- No attachment size limits: send and receive large attachments with no problem & eliminate large e-mail storage issues from your e-mail server: you don’t have to download attachments every time you download your e-mail messages (pull approach).
- No more FTP and secure FTP headaches: large attachments can be uploaded faster using more efficient protocols: eliminate FTP problems while meeting user needs and security requirements.
- Security Compliance: enforced HTTPS (128 bit SSL encryption) connections and AES server encryption keep your attachments safe during transfer and storage.
- Track attachments and view specific metadata, just like secure messages: used in CPA/Accounting, Law, Architecture, Construction, & Engineering, Military & Defense and the Healthcare industries.
- The Attachment Library tab lets you manage, re-download and re-attach files that are already stored on the PEN: when you forward an attachment, you don’t need to upload it again (you are only forwarding the permissions to the attachment).
- From an IT management perspective, you are effectively reducing storage bloat on your Exchange servers and thus reducing IT costs and overhead.
Secure Attachment Library
Users no longer have to struggle with e-mail’s limitations such as attachment size restrictions, inbox storage quotas, and lack of security: the Attachment Library is a new way to work with your e-mail attachments. Every time you send or receive a secure message with an attachment, that attachment is automatically added to your secure, searchable Attachment Library. It is accessible from the Web Client by clicking on the "Attachments Library" tab. You can resend links to large files without waiting for them to upload again. You can do a quick search of your attachments when you are looking for that important document. Monitor tracking data for attachments that you own, even recall or delete older attachments that are just taking up space. Use the Web client to easily find and act on all secure messages: gone are the days of sorting through countless messages in your inbox to find an attachment.
Users no longer have to struggle with e-mail’s limitations such as attachment size restrictions, inbox storage quotas, and lack of security: the Attachment Library is a new way to work with your e-mail attachments. Every time you send or receive a secure message with an attachment, that attachment is automatically added to your secure, searchable Attachment Library. It is accessible from the Web Client by clicking on the "Attachments Library" tab (can be labeled differently based on your PEN and Member Package). You can resend links to large files without waiting for them to upload again. You can do a quick search of your attachments when you are looking for that important document. Monitor tracking data for attachments that you own, even recall or delete older attachments that are just taking up space. Use the Web client to easily find and act on all secure messages: gone are the days of sorting through countless messages in your inbox to find an attachment.
Permissions-Based User Access Control: Each file is protected by an authorized access list of your external guests and internal users with different permission levels. Therefore, you have full control of who has access to your files. Deleting the file from your Attachment Library automatically delete’s for the entire audience you had previously shared the file with, even if that file was forwarded by one of your original recipients.
Attachment-free Secure Video Messaging
The email2 platform offers the ability to send voice and video messages using the integrated attachment-free video messaging with a webcam. No more additional third-party software or codec installation is required. You can stream video directly onto your Private Email Network, record it securely, and have your recipients watch the video message using the same streaming, permission-based technology. For example, doctors can record personal messages to patients that accompany a message or file attachment, providing a more personal conversation.
100% Spam, Virus and Phishing Control
Your Private Email Network is the “gated community” of the e-mail world. Members are approved by your organization, and can be banned from the community at the first sign of abuse. Message throttling prevents inappropriate use of the system to send large volumes of e-mail (unsolicited e-mails). Attachments can be scanned at the server level to catch viruses before they even get to a recipient’s computer, limiting the possibility of viruses entering the system. Self executable viruses are not able to infect the PEN and propagate themselves because files are stored broken into parts on the PEN, resulting in an overall more secure global network.
Your PEN also eliminates unwanted ‘spam’ e-mail and messages: limit communication to a specific user groups. The Delivery Slip allows members to check incoming attachment for viruses before retrieving the attachment to their local computer. Allowing recipients to manually retrieve messages once the Delivery Slip has been reviewed substantially reduces the probability of getting infected by a virus. Additionally, users are guaranteed to retrieve messages from the proper sender / organization, resulting in a ‘phishing’ reduction.
With basic e-mail, anyone that can guess your e-mail address can contact you, with or without your consent. Once a spammer has your e-mail address, they can contact you from as many different e-mail addresses as they like, as often as they like. There have been major advances in the area of spam filtering, but large amounts of spam messages still manage to get through every day, wasting your time and hurting your productivity. Since Private Email Networks are only available to verified members, they are a tool for organizations to control the flow of spam into their network. Since sender identity is always known, there is built-in accountability and an implied trust for all messages being received. Spam does not exist in messages sent via the PEN because spammers do not have access to this exclusive gated e-mail community.
Instead of trying to filter basic e-mail spam, the email2 platform focuses on fixing the system that lets spam happen in the first place. With your PEN, spammers lose before they even begin. Anyone that does not belong to a PEN is blocked from sending messages to a PEN’s members. Private Email Networks are exclusive and controlled.
Powerful PEN Admin Console
For IT administrators, having the ability to fully control and manage the Private Email Network (PEN) across the entire organization is crucial. This is especially true for large enterprises with thousands of employees in multiple office locations and strict corporate policies to enforce. The PEN Admin Console allows IT administrators to set user configuration options and security authentication levels, and whether they want to enforce secure communications for all e-mail traffic. The web-based PEN Admin Console has a dashboard, bringing important statistics quickly and clearly. With a glance, Administrators an see the total number of members, or the total amount of storage for their PEN, along with a host of other statistics that can be quite useful when analyzing PEN usage. Additionally, all actions are recorded and logged to provide a clear audit trail for reporting purposes.
Application Programming Interface (API)
Do you have a need to automate information delivery in a secure manner? Perhaps you need to distribute employee statements electronically to each employee confidentially? Need to ship invoices or price books securely to your clients or distributors? Or perhaps you have a mandate to become greener and reduce paper consumption? Our full featured developer API exposes commands to third party developers that wish to integrate the email2 platform with their applications, or even create standalone modules.
Build secure communication support into your web applications or just add a feature that you think is missing. We use a REST-like approach and accept custom formatted JSON requests. Examples of the type of integration that customers have developed for the email2 platform include SAP, JD Edwards, Salesforce.com, and ACCPAC. Contact your Reseller to obtain a developer documentation kit.
Member Package Management
Every member of your PEN is automatically assigned a Member Package that dictates their level of functions within your PEN. Each Member’ Package can be upgraded or downgraded at a later time by the PEN Administrator or be automatically assigned via the email2 API. Every single function of the email2 platform is driven through the Member Packages. Design your own specific Member Packages to allow your clients to only use the Secure Web Client, rename the tabs to reflect how your organization works, restrict video messaging, who can invite new members, and more.
E-mail Aliases Management
E-mail aliases are often created within an organization so that multiple version of an e-mail address can reroute all traffic to a final e-mail account. The email2 platform supports e-mail aliases and allows each member of a PEN to define as many e-mail aliases as necessary.
Enhance Visual Branding, Compliance & Adopt a Green IT Policy
Every aspect of the email2 platform can be branded by organizations in order to integrate visually with their existing web sites, portals and web applications. The Outlook Toolbar, Web Client and Mobile Client can follow your company’s strict branding guidelines in order to reinforce your brand image. By extending invitations to your PEN to your client base, you can extend your brand into their local computers as well. Invitations sent to new Members can also be customized to reflect your branding and properly explain what is expected of the new member and why your organization is now using a secure method to communicate confidential information with them. Custom messaging at the login screen of the Web Client can also be quickly inserted by an Administrator.
The email2 platform recreates the full business process of traditional registered mail electronically. All attachments are stored encrypted, certified and available for later retrieval in their original condition. Every transaction is verifiable and protected from tampering, providing a defensible chain of custody for compliance and litigation. Distributing information to large groups such as employee statements of client invoices and statements incur a significant reduction of fuel consumption and paper reduction over paper-based mail delivery.
Enhance your corporate Green Image through reduction in fuel consumption (used by couriers) and paper consumption. This may allow your organization to qualify for an Energy Star rating from the EPA or carbon credits.
