attach disclaimer to emails automatically

[tmt7734]

Hi all,

I need to attach a disclaimer to all email being sent through my exchange server. I have been using GFI's mail essentials free product, but it doesn't seem to attach the disclaimer to emails that are sent to people inside my organization.

Anyone know of a priduct that does? My NASD compliance officer is demanding it.


Thanks

 

[Matrixa]

tmt734

How mant users do you have !

My Idea is to email the disclamer to all users and them to add it to there signature for sending and replying. I know its alot of work, but it's free. Send an email with the disclamer and instructions so everyone has it. I would then check back in a few days to see who has completed the project.

I can only show the door, your the one that has to open it !

 

[dforney]

Ditto - Matrixa.

I simply created a quick tutorial for e-mail signatures and mailed it to everyone. After that, it was written into policy and made mandatory. Everyone had added it before the end of the day!

David

 

[tmt7734]

The manual free signature method is what we have done in the past. The problem I have is with Ooutlook Web Access. I have many people who travel and use OWA regularly ,that's why I need an automatic way of doing it. P.S. I have 300 users in 59 offices in 17 states.


I'm looking at Policy Patrol and pro's con's out there?

 

[jkupski]

Microsoft has a KB article on this very issue:

http://support.microsoft.com/default.aspx?scid=kb;EN-US;317680

 

[tmt7734]

I've used the sink method at other firms, however it only attaches to external emails, I need them on my internal emails as well.

 

[Marcs41]

Just a question, why on earth would you send a disclaimer internally?

Marc
_{If 'something' 'somewhere' gives 'some' error, expect random guesses or no replies at all. Please specify details.
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[Matrixa]

To answer Marcs41 question, the SEC and the NASD requires a disclamer on every mailbox weather replying or sending. Don't ask me why but they do !

I can only show the door, your the one that has to open it !

 

[Marcs41]

I can understand that, but that does not explain internal mail, no-one exterally sees those anyway.

Marc
_{If 'something' 'somewhere' gives 'some' error, expect random guesses or no replies at all. Please specify details.
Free Tip: The F1 Key does NOT destroy your PC!}
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[Matrixa]

To the SEC or NASD is does not matter, All internal transmission is required to have the disclaimer.

I can only show the door, your the one that has to open it !

 

[Marcs41]

Besides that being ridiculous, is there any link where it EXPLICITELY says that?

Marc
_{If 'something' 'somewhere' gives 'some' error, expect random guesses or no replies at all. Please specify details.
Free Tip: The F1 Key does NOT destroy your PC!}
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[Matrixa]

Yes check out SEC 17a-3, 4 on there web site

I can only show the door, your the one that has to open it !

 

[Marcs41]

Ok, call me stupid, but all I find on that is a very very old Act, and there is not even a section 3 or 4.

http://www.sec.gov/divisions/corpfin/34act/sect17a.htm

Can you post the EXACT location of what you are reffering too as I really would like to see where something silly as that is written.


Marc
_{If 'something' 'somewhere' gives 'some' error, expect random guesses or no replies at all. Please specify details.
Free Tip: The F1 Key does NOT destroy your PC!}
How Do I Get Great Answers To my Tek-Tips Questions? See faq219-2884

 

[tmt7734]

Matrixa is completely correct. It's SEC 17a-3 and 4. Don't ask me why they require it but they do. 17a3, 4 also say that you have to archive all email internal and external for 3 years on "WORM" media so that no one at the firm can delete an email. And this is the best part, it has to be accessable for 2 years "immediately" and 3 years in 24 hours, and even better, the SEC has to be able to go to a "third party" and retrieve the email without any intervention from the firm. Oh and it's not clear yet, but it appears they will have the same requirments for instant messaging, internal or external.

 

[tmt7734]

Marcs41 your link is not the rules section. 17a3 actually has sub rules a-h with up to 22 topics under each sub 17a-4 has sub rules a-m. They were last update May '03


here are the links:
17a-3

http://www.law.uc.edu/CCL/34ActRls/rule17a-4p5203.html

17a-4

http://www.law.uc.edu/CCL/34ActRls/rule17a-4p5203.html

 

[Marcs41]

This intrigues me.
"Records to Be Made by Certain Exchange Members, Brokers and Dealers "
and
"Records to Be Preserved by Certain Exchange Members, Brokers and Dealers"

But nowhere do I find anything that says something about having a disclaimer, let alone internal.

If that were true, 99% of US companies are breaking the law?

Marc
_{If 'something' 'somewhere' gives 'some' error, expect random guesses or no replies at all. Please specify details.
Free Tip: The F1 Key does NOT destroy your PC!}
How Do I Get Great Answers To my Tek-Tips Questions? See faq219-2884

 

[tmt7734]

marcs41,

It's not for all companies, just exchange members, brokers, and dealers. So basically stock brokerage firms, annuity companies, etc...

 

[Marcs41]

I got that so far, I was just wondering about the disclaimer part for internal mail.
Oh well, I was curious, it just sounds as a very silly 'rule' to keep lawyers busy.

Thanks anyway for the directions.

Marc
_{If 'something' 'somewhere' gives 'some' error, expect random guesses or no replies at all. Please specify details.
Free Tip: The F1 Key does NOT destroy your PC!}
How Do I Get Great Answers To my Tek-Tips Questions? See faq219-2884

 

[tmt7734]

Yes the rules are stupid and that don't really spell out all the stuff they require.

 

[xmsre]

Ok. Now that weve gone totally off topic, it's time to explain the how and why. If the message is submitted from a MAPI client it's in MAPI, not SMTP, format when the message arrives and the transport event fires.

http://support.microsoft.com/default.aspx?scid=kb;EN-US;317680

The trick, then, is to convert the message to SMTP format. To do this, create a second smtp virtual server. route the mail from the first through the second. Install your event sink on the second virtual server. This will force the format conversion on the first, and then the message will be in the proper format when the event fires on the second.

http://support.microsoft.com/default.aspx?scid=kb;EN-US;273233

Speaking of conversion, this reminds me; content conversion takes place in the systen temp directory. By default, this is c:\%systemroot%\tmp. If you have some volume going through the server, you will notice some perfomance degradation as you saturate the c:\ drive. You may want to consider redirecting the system temp directory to a different physical drive. You do this by right clicking my computer, and on the properties set the appropriate system environment variables. If you're on a cluster, do this while logged on as the cluster account. Also, this needs to be a local drive not a drive on the shared bus. Many processes use the system temp directory, and they may not respond well if the drive fails over to the other node.