After several high profile lawsuits with multi-million dollar penalties concerning the contents of corporate emails, companies are becoming increasingly aware that simply by using email they are exposing themselves to legal threats.
Adding disclaimers to email, sent both externally and internally, helps to minimize legal exposure.
MailDisclaimer for Exchange Server provides comprehensive functionality for adding disclaimers for users or groups of users in organizations that use Exchange Server 2000/2003.
MailDisclaimer can be used to append legal disclaimers to the header or footer of relevant messages, or even after the last message.
It can provide professional looking email signatures, containing logos, color and formatting.
MailDisclaimer lets you create your own HTML or text-based templates, using a rich formatting editor.
This editor lets you specify font sizes, formatting and colors and lets you insert images, such as company logos, directly into the template.
MailDisclaimer also provides the ability to incorporate replacement fields in any disclaimer template.
Such replacement fields can extract information from the Active Directory.
For example, you could design one message signature which will work for all users by simply pulling the relevant information, such as name, phone numbers and email addresses, straight from the Active Directory.
MailDisclaimer is supplied with several pre-defined templates which allow you to instantly protect your emails with standard commercial and legal disclaimers.
The Administrator program
The administrator program lets you define disclaimer templates or choose from a set of pre-defined templates and, by using simple scenario wizards, create rules which append the appropriate disclaimer or signature template to the relevant internal or outgoing messages.
Since the method for adding disclaimers is rule-based, you can be very specific about how you choose which disclaimers to show and when.
For example, you could define a rule which appends your standard terms and conditions to any outgoing message that is sent by someone from the sales department, or append a virus disclaimer to any message containing one or more attachments.
Integration with the Active Directory
MailDisclaimer is tightly integrated with the Active Directory, letting you specify rules that can apply to a particular user or group of users.
For example, you could add a rule which appends a terms and conditions disclaimer to any message sent from the sales department.
Furthermore, you could add a signature to the end of any message sent by any member of staff.
Such a signature could include replacement fields for name, address, telephone number, email address, all extracted directly from the Active Directory by MailDisclaimer for that user.