000PC Toowoomba IT Solutions

Disclaimer

​

                If you are reading this then you have been directed here from the disclaimer attached to the bottom of an email sent from an Email server hosted and maintained by 000PC Pty Ltd.

​

Introduction

​

What is email filtering?

​

Email filtering is the process of capturing all emails before they are delivered to the email address you sent it to.  This process is a preventative precaution to maintain a level of security which does not come standard with most email servers.

​

Why are emails filtered?

​

                Email is a proven and effective method of communication.  Millions of emails are sent and received throughout the world every day by end users and by automated programs called BOTS.  The emails sent by end users are typically delivered and are deemed not malicious and legitimate.  However, emails sent by BOTS contain malicious attachments and links to nonlegitimate websites with the intent to infect computers and breach security within businesses. 

                By filtering all inbound and outbound emails, the risk of malicious attacks and virus infections are greatly reduced.  Keeping you and business running 24/7 without any unscheduled downtime.          

             

What emails are filtered?

​

All inbound emails are filtered by 000PC’s email filtering protocol.

​

How does it work?

​

The filtering process consists of the 000PC email filtering system capturing all inbound messages scanning the contents of the message, attachments, web links, the legitimacy of the sender, and keywords and sentence structure associated with spammers.  This process is 100% automated, no humans are involved. 

Once the email has been deemed safe it is then passed on to the intended user.

​

What happens if my emails are not being delivered?

​

If an email is not being received, then one of three things can be happening.

1. The email has been filtered and scanned and deemed illegitimate and placed in quarantine.

2. The email has been filtered and scanned and deemed legitimate by the filtering system, but when it was passed on to the email server it was deemed illegitimate and either blocked or sent to the user’s junk email.

3. The sender has sent it to the wrong email address.

What is scanned in the email?

​

• The wording, grammar, and sentence structure.

• File attachments.  PDF’s, Office documents, Archive Files (.zip, .7z, .bin, .exe, .bat etc)  File attachments make up most of malicious content.

• IP Address of the sender's email server is checked against a reputable blacklist provider

• Domain name.   Example: user@domainname.com

• Domain Name Server (DNS) configuration.

• Secure Sockets Layer (SSL) certificates.  This is a certificate that computers use on the internet to verify the identity of legitimate hosts.

• Hyperlinks.  Links to websites which when browsed to will automatically download a piece of software.

​

How do I know my emails have passed through the email filter?

​

                As a rule, an IT service that is never seen and only heard from is a good service.  All inbound emails are filtered.

                Users may notice that weblinks (URLs) have been changed.  The original destination of the URL is changed to reflect that it has been filtered and scanned.  When a user clicks on the URL in the email, they are redirected to a proxy service which scans the link again and forwards them on to the original destination.

​

Privacy Notice

​

Who can see my emails?

​

When emails are filtered and scanned, they are done so through an autonomous system. No humans are involved. If an email is marked as suspicious it is then quarantined and an email is sent to the intended recipient of that email stating that the original email has been quarantined. Inside of said email, there is a web link for the user to follow and inspect the quarantine message.

The only person who can see your email is the intended participant of the message.

 

However, an administrative member of your team can be appointed to monitor the filtering system.

​

Are my emails stored when filtered/scanned?

​

                All emails which pass through the email filter are stored and passed on to the email delivery server.  These emails are stored on the email filtering system for 30 days.

​

Why are my emails stored?

​

                As a recommended business practice a backup and redundancy system is a MUST have essential to maintain a high level of business availability and uptime.  The filtering system acts as a backup email delivery service.  If, for whatever reason, the primary email system is offline (either for preventative maintenance or upgrades) emails are stored in the filtering system until the primary system is back online.  This is to ensure maximum business uptime and email flow while maintaining a high level of security and assurance.