PRAGMATIX : Pragmatix News

It's easy to take e-mail for granted - until things go haywire. As more and more employees use e-mail as an active file drawer, dealing with lost or sabotaged documents has become a bigger problem for some companies.

E-mail has evolved into a critical component of the modern office, but there are potential pitfalls. In-boxes can be portals for viruses, intruders often attempt to hack into systems through e-mail systems, disgruntled employees can damage files, and junk mail, known as spam, can drain productivity.

In response to possible threats, some computer companies offer secure firewalls to forestall intruders. Anti-virus and spam-filtering tools have become more sophisticated. Around-the-clock monitoring of e-mail systems, along with daily system backups, ensures that problems are detected quickly and fixed before they cause more damage. Security updates also help keep systems protected against new viruses that circulate around the globe with the click of a mouse.

It is also possible for small businesses to tap the power of ultrasecure IBM hosting, which offers dedicated and reliable bandwidth, by contracting for e-mail services with smaller computer firms that maintain a business partnership with the computer giant. Hosting company e-mail at an IBM colocation also allows businesses to use their own domain name in their e-mail address, which enhances the firm's image.

Some e-mail services limit the number of names and mailboxes available, so be sure to shop around. Storage space also varies by provider. Wireless e-mail is another option for business people on the go. Web mail allows users to access their e-mail accounts from remote sites.

It is also important for some companies to contract for e-mail backup, say, to retrieve files if an employee deletes any e-mails. Many firms recommend retaining e-mail for at least 30 days. Simple suggestions for backing up critical files include saving all attachments to a network location that is backed up daily in client-based folders. If orders are collected in e-mail, create a folder on your network to store current orders and copy each e-mail order to a current folder as necessary.

If your business is storing customer requests, documents, and other client-critical information only in e-mail, it may be necessary to create a company standard regarding e-mail communications. If your business has a need for a complete archiving of all e-mail, it is possible to protect your business assets by arranging to automatically archive every e-mail sent and received on a daily basis.

Many businesses find e-mail's sleeker, faster cousin, Instant Messaging, known as IM, to be a great tool for employees and clients. Depending on the nature of your business, IM can deliver near-instantaneous response time and help managers take care of small concerns before they become big problems. There are products on the market that archive all IM correspondence.

Some firms use internal IM networks for business only, which can be a good solution for large companies that want to keep personal IM's off of work-site computers. Other businesses use AOL IM (AIM), set up company-named screen names, so customers can get support more quickly, and use third-party AIM clients to archive conversations for future reference.

With so many options available, business owners should establish exactly what services their e-mail plans offer and evaluate their situations by understanding what services suit their needs and shopping around for features that fit each company's unique needs and budget.

Bill Abram, president and founder of Pragmatix Inc., Elmsford, N.Y., can be reached at (914) 345-9444 or via e-mail billa@pragmatix.com.