In the modern world, communication via the Internet has become a part of most people’s everyday life. We read online news, participate in interesting blogs, chat via social networks and instant messaging systems. Email is an indivisible part of the online communication. It is used for both work and leisure and lets us send and receive data in a matter of minutes even if the sender/addressee is on the opposite side of the planet. 92% of adults use email, 61% of which use it daily making email usage the most popular online activity alongside with the Internet search engines.
Electronic mail (referred to as email since 1993) is a tool for exchanging information through Internet networks, which allows a user to send messages to one or more recipients. The early email systems required for both the sender and recipient to be online at the same time to be able to send and receive messages. The modern technologies do not require this, as servers store and forward information from the sender to the recipients.
Email is widely used for leisure as it enables to send much data at a time (photographs, music, movies) or just communicate with friends and relatives who are not near. The percentage of consumer email accounts makes up 75% of online mailboxes (The Radicati Group, Inc., 2011).
Despite it entertaining use, email is growing more and more popular with working environments. It is estimated that the number of corporate email accounts will grow more rapidly than the number of consumer mailboxes as a result of the rising popularity of affordable cloud-based email services. A typical corporate email user sends and receives approximately 105 messages a day (The Radicati Group, Inc., 2011).
While obtaining many advantages, the email user can come across certain issues too, which will be especially unpleasant in case of corporate email systems, as at work the employee usually requires that all resources work precisely according to one’s needs.
The components of email managing system important to ensure the security of the corporate mailing system are the mail flow, storage, and access. All these three components should be thoroughly approached for secure and successful business communication.
Mail flow consists of many aspects, but it is mainly centered on auditing and tracking email letters into and out of the organization. Corporations tend to overview the content of every corporate email, sent or received by its workers, for compliance with the business policy of the company. Mail flow also includes the protection of the corporate email network from malicious attacks. The means of protection include both software and hardware, as well as spam filters and virus scanners. When it comes to storing data retrieved from email, the greatest threat is a possible loss of information, which might be needed for some purpose in the future. Here, attention should be paid to securing and auditing the access to corporate mailboxes (Johnston, 2013).
To summarize, the email systems available to corporations now are becoming more and more popular and can help greatly in business communication of workers from one and the same country or from all around the globe. However, firms should be aware of the threats and issues connected with the email technology and take appropriate measures and precautions to ensure the best corporate communication experience.