HOSTED EXCHANGE - Ongoing Operations

O N G O I N G O P E R AT I O N S ’HOSTED structureThere are two main components here that get better quickly.1. You will no longer need to worry about licensing any of the above software.2. You won’t need to worry about hardware, disk space, event logs or networking associatedwith your e-mail environment.It is all bundled into the solution!SecuritySecurity improves in a number of ways. Every Outlook client and user now uses a fully encryptedcertificate-based authentication. This means your e-mail is always secure and protected fromtraffic sniffing or other vulnerabilities. Simultaneously, you can get secure messaging on a per user,per month basis. Finally, anti-virus and anti-spam are bundled in and delivered using enterprisegrade solutions like Cisco Iron Port. Consequently, you get a lot less spam while also greatlyreducing your quarantined items.Disaster RecoveryYour team will no longer need to worry about Hosted Exchange Disaster Recovery or hostede-mail business continuity. Instead, we run a clustered replicated exchange environment that runsbetween two data centers 2500 miles apart. If one cluster fails or one site goes away, everythingruns out of the other. Also, if your data center or connectivity experiences a problem, as long asyou have internet, you have access to your e-mail.ENTERPRISE VS. STANDARD: Clarifying the DifferencePeople talk a lot about Hosted Exchange and how their offering is “Enterprise” in our marketplace.Now, we’re going to review what actually makes a Hosted Exchange environment enterprisequality.Experienced Engineers Maintaining, Patching and Updating theHosted Exchange EnvironmentWhen something hiccups with your Hosted Exchange Provider’s Exchange Server, you are goingto want top engineers troubleshooting and fixing the issue. Ideally, nothing would go wrong in thefirst place, but that just isn’t realistic.S u b sc r i b e to r ece i v e e m a i l u pdatese v ery M onday and T hur s day f romO ngo i ng O pe r at i ons ’ B l og8

O N G O I N G O P E R AT I O N S ’HOSTED EXCHANGEwww.ongoingoperations.com877.552.7892A Clustered Exchange EnvironmentThis goes back to our last point. You want experienced Exchange operators to have properlyconfigured a large multi-tenancy environment if you are going to utilize them for Hosted Exchange.A server cluster is the linking of many servers to maximize uptime, reliability and availability. It isa must. It allows your provider to spread Exchange data across multiple hardware setups andpossibly data centers.Enterprise Appliances and ApplicationsThere are certain features of Exchange that need some help from third party providers. Thebest Hosted Exchange providers will have fulfilled these needs with the best technologies. Agood example is what gets used for Anti-Spam/Virus, which can make or break the usability ofan Exchange environment. OGO has deployed a Cisco Ironport device. This device has neverprovided a false positive, let through a piece of spam or required us to edit a white or blacklist.Period. It is arguably the best device on the market for this feature, and we went out and got afew to beef up our Hosted Exchange Offering.Multi-Provider and Multi-Path Bandwidth to the Provider’s Data CenterInternet connections are essential to hosted services. If your Hosted Exchange provider doesn’thave a high quality (dare I say “Enterprise?”) connection to the internet, your Hosted Exchangefrom them will not be that great. Hosted Exchange Providers should be going that extra mileto make sure they are always connected to the internet and that their clients can access theirservices.Hosted Exchange Served out of Multiple Data CentersThe ultimate Enterprise Hosted Exchange feature: Redundant Exchange Clusters runningsimultaneously in two data centers, both with a minimum of 1Gb/s multi-path/provider internetthat are geographically independent. This means you are covered for almost all eventualities andshould be able to access your email 99.999% of the time.S u b sc r i b e to r ece i v e e m a i l u pdatese v ery M onday and T hur s day f romO ngo i ng O pe r at i ons ’ B l og9

O N G O I N G O P E R AT I O N S ’HOSTED EXCHANGEwww.ongoingoperations.com877.552.7892PART 2The Technical BreakdownNow that you’ve had an introduction to the array of benefits and features Hosted Exchangeoffers, it’s time to get into the details of how Hosted Exchange actually functions, starting with anoverview of Ongoing Operation’s Hosted Exchange Features. Are you ready for Part 2?Ongoing Operation’s Hosted Email FeaturesControl Panel “Cirrus”A user-friendly administrative tool allows you to manage Ongoing Operations’ Cloudworks servicesand scale as needed, 24 hours per day. There are many tasks that can be easily managed includingapplications, storage, permissions, user account modifications, passwords and more. The controlpanel is custom and was built specifically for Ongoing Operations’ Cloudworks product offering.There are two versions: user and company administrator, which have different functionality.SupportA team of U.S.-based and highly trained help desk technicians are available 24/7 to addressany questions or troubleshoot any problems. All user requests are entered and captured in ourcomprehensive help desk software for tracking, monitoring and reporting the status of help desktickets. Call 877-552-7892 or submit a help desk ticket at https://support.cloudworks.comHosted Exchange Spam FilteringCisco Ironport’s industry-leading device is built for security and deployed at the gateway toprotect the world’s most important networks and enable a powerful perimeter defense.Hosted Exchange Data Loss Prevention (DLP)Ongoing Operations offers Cisco Ironport’s DLP solution. Data Loss Prevention allows you to set anactive pattern filter at the perimeter that watches for things like social security numbers or otherinformation and prevents that data from leaving your organization via e-mail.DLP Key Features Provides content, context and destination knowledge Empowers credit unions and companies to control who can send what information Prevents accidental or malicious data lossS u b sc r i b e to r ece i v e e m a i l u pdatese v ery M onday and T hur s day f romO ngo i ng O pe r at i ons ’ B l og10

O N G O I N G O P E R AT I O N S ’HOSTED EXCHANGEwww.ongoingoperations.com877.552.7892 Simple policy configuration Enables monitoring and enforcing data security across all communication channels Can support protecting data at rest and data in transitHosted Exchange Data Loss Prevention Solution Credit Union ProtectionProtecting key member information is crucial. The DLP sensor can be configured to match thefollowing kinds of data: Social Security #s (###-##-####) Routing Numbers Member #s IP Addresses Other critical consumer informationWhen a user tries to send this type of information, the DLP solution will reject the e-mail and providenotice to the employee that they have tried to send sensitive data. A permanent log is createdand tracked. The e-mail is not sent outside of the organization, and critical information is keptsecure within the walls of the credit union, or in this case the Ongoing Operations cloud.Hosted Exchange Archiving/JournalingIf you need to store e-mails and be able to find things forever (or at least for 3-7 years), HostedExchange Archiving is a key feature.Hosted Exchange Secure MessagingIf you have private information or key competitive data that you want to make sure doesn’tend up in the wrong hands, you need Secure Messaging. Secure messaging is generally an addon server or service that enables each user in the credit union or company to encrypt e-mailmessages to outside parties. Generally, the secure messaging service forces the receiving partyto enter in a password or go through some process of verification before delivering the contentsof the e-mail.Top Uses Member Service or Call Center Representative Communicating to a Member via E-mail Send private member information like loan documentation, a social security number, PINS u b sc r i b e to r ece i v e e m a i l u pdatese v ery M onday and T hur s day f romO ngo i ng O pe r at i ons ’ B l og11

O N G O I N G O P E R AT I O N S ’HOSTED EXCHANGEwww.ongoingoperations.com877.552.7892or credit card number via e-mail. Credit Union to Vendor - Send critical member information between you and your outsidevendor. Secure messaging can protect that data. Confidential Information - Send data, plans, diagrams etc. to outside parties and ensurethey get delivered. Member E-mail to Credit Union - Your member needs to e-mail you critical documentationor proof to finish funding a loan or open an account. Secure messaging ensures nobodyelse get’s the information.Top Challenges Initial Setup - We have used several different secure messaging products including Zix,Symantec’s, Global Cert and others. In general, they require the receiving party to go andset up a username and password to receive the e-mail. This can add an extra layer in theprocess and increase the time it takes to get the data to the receiving party. Time Between Uses - If you don’t regularly e-mail the same person, and they haven’t usedthe account in a few months, it can be tough and frustrating to remember one morepassword. Administration - Your Credit Union Technology department will have to budget, purchase,install and maintain yet another server to provide secure messaging in the organization.For a small number of users, this adds a lot of burden, distraction and cost for the creditunion.Is Secure Messaging required by the NCUA?No. It depends on your situation and credit union. Sometimes the NCUA will recommend it.Ultimately, it is governed under part 748 B rules, which dictate the need to appropriately measureand take action to offset risk within your IT Security program.Does Everyone in the Credit Union Need it?In our opinion - no. All of your internal communication is secure within your LAN or Credit UnionWAN. It is really only necessary for those people who send proprietary information to third parties orpeople who regularly e-mail with members. Since most credit union employees (tellers, accounting,branch employees) only e-mail internally, buying secure messaging for all users can be prettyexpensive. Going with a service might allow you to purchase on a per user per month basis.S u b sc r i b e to r ece i v e e m a i l u pdatese v ery M onday and T hur s day f romO ngo i ng O pe r at i ons ’ B l og12

O N G O I N G O P E R AT I O N S ’HOSTED EXCHANGEwww.ongoingoperations.com877.552.7892Virus ProtectionIndustry leading multiscan antivirus in place for threat detection. Preventing data breaches andensuring business continuity is our priority. The antivirus provides multiple layers of protection, scansand detects malware in real time and combines intrusion detection and prevention, firewall,integrity monitoring, log inspection and agent-less anti-malware capabilities.Built-in Backup & Redundancy (Outsourced Email Disaster Recovery)Ongoing Operations has several strategically located data centers to provide for reliability andbuilt-in backup. We eliminate all need for disaster recovery on your end. Wherever you are,whether you’re vulnerable to floods, storms, snow, etc., all you will need to continue receivingyour email once it is outsourced is an internet connection.StorageStorage includes Exchange mail, notes, contacts and calendar. Additional Storage can be addedto any account at any time.Outlook Web AccessWeb-based access with the same look and feel of Outlook.MigrationOngoing Operations will plan, implement, test and communicate all project tasks to ensuremigration to MS Exchange is successful and easy for the organization.Automated MessagingInforms users when mailbox is at 90% capacity to avoid your contacts getting an undeliverablemessage.SpecificationsThe Basic Exchange offering includes Outlook Web Access and 1 gigabyte of Exchange storage.The Standard Exchange offering includes 10 gigabytes of storage, MS Outlook 2010 or 2011 andfull Outlook integration.Hosted Exchange MigrationIn the beginning phases of the Exchange Implementation, Ongoing Operations collects allExchange user information into an Excel document that is eventually imported into our Exchangeenvironment. This information includes all usernames, size of each mailbox, aliases, Active SyncS u b sc r i b e to r ece i v e e m a i l u pdatese v ery M onday and T hur s day f romO ngo i ng O pe r at i ons ’ B l og13

O N G O I N G O P E R AT I O N S ’HOSTED EXCHANGEwww.ongoingoperations.com877.552.7892and distribution groups. This information is used for the implementation team to create the newmail accounts prior to the hosted exchange migration.Ongoing Operation has a new query tool that can collect this information directly from yourexchange server in just a couple clicks. The OGO Data Collector is a .Net application that willquery the mailbox user and group details from Active Directory (AD) and the Exchange Server. Itwill create a “user.csv” and “groups.csv” file that will be setup in our implementation data form forimport and user setup.Approximately 80% of data is collected from the OGO Data Collector, with the remainingdata collection of public folders, user permissions and admin selection left to complete for ourimplementation team. This tool allows you to provide hundreds of user’s account information inminutes.Hosted Exchange Integration OptionsOngoing Operations Cloudworks’ E-mail Solution is extremely flexible. Out of the box, the followingintegration options are available with simple options:Integrated Options Microsoft Exchange Microsoft Lync Microsoft Exchange Secure Messaging (Zix, Cisco Iron Port) Microsoft Exchange Archiving/Journaling Microsoft Exchange Sane Box Microsoft Exchange Contactually Microsoft Exchange Microsoft SharePoint Microsoft Exchange Microsoft Dynamics (CRM) Microsoft Exchange On Demand Conference Bridge and Screen Share Video ChatFeatures Included with all purchases 10 gb mailbox (can be expanded) Anti-spam provided by Cisco IronportAdd-on Features Outlook Client License Mail RelaysS u b sc r i b e to r ece i v e e m a i l u pdatese v ery M onday and T hur s day f romO ngo i ng O pe r at i ons ’ B l og14

O N G O I N G O P E R AT I O N S ’HOSTED EXCHANGEwww.ongoingoperations.com 877.552.7892Additional Resource Mailboxes (think your conference room calendar)Mobile Integration Blackberry Apple Iphone Droid OtherHosted E-Mail Anti-Spam OverviewOngoing Operations uses the Cisco IronPort Anti-Spam solution to provide enterprise Anti-Spammanagement as part of its Hosted Exchange offering. The solution is bundled into the hostede-mail offering and is provided in the base price. Now, we’ll provide an overview of how antispam works as part of Hosted Exchange.Why Use Anti-Spam?Internet criminals constantly evolve techniques to penetrate an organization’s defenses. Emailthreats have expanded beyond simply annoying spam to dangerous phishing and fraudulentspam. Cisco IronPort Anti-Spam uses conventional techniques and innovative context-sensitivedetection technology to eliminate a diverse range of known and emerging email threats.The Cisco IronPort Context Adaptive Scanning Engine (CASE) and Cisco IronPort Reputation Filtersprovide protection against sophisticated blended threats.In our experience, the Cisco solution greatly reduces spam and almost entirely eliminates falsepositives.What are the Key Features? Powerful Multi-Layered Approach - Cisco IronPort pioneered the technique of reputationfiltering for a powerful outer layer of spam defense. IronPort Reputation Filters stop up to 90percent of incoming spam at the connection level. Cisco IronPort appliances also supporta unique rate-limiting capability to intelligently delay suspicious senders, thereby greatlyreducing spam without the risk of false positives. Accuracy with Context-Based Scoring - In addition to reviewing sender reputation, IronPortexamines the complete context of a message. In combination, the CASE score and senderreputation result in more accurate spam filtering than do traditional techniques.S u b sc r i b e to r ece i v e e m a i l u pdatese v ery M onday and T hur s day f romO ngo i ng O pe r at i ons ’ B l og15

O N G O I N G O P E R AT I O N S ’HOSTED EXCHANGEwww.ongoingoperations.com 877.552.7892Cisco IronPort Web Reputation Technology - Measures the behavior and traffic patterns ofa website to assess its trustworthiness. The Cisco IronPort CASE determines the reputationof any URL within a message body to facilitate an accurate analysis of messages. Thistechnology helps to immediately protect Cisco IronPort Anti-Spam users from spam, viruses,phishing and spyware threats. Automatic Updates and Comprehensive Controls - Marketing message detection allowsadministrators to configure treatment of unwanted marketing messages. Automatic, Timely, and Highly Secure Rule Updates - Part of the IronPort solution is asubscription service that provides regular updates to the appliance, meaning it is alwaysup-to-date with the best information. The Cisco Ironport Spam Quarantine - A powerful spam-reporting plug-in for MicrosoftOutlook allows users to send missed spam directly to the Cisco IronPort Threat OperationsCenter for review. Real-Time and Centralized Reporting - Cisco IronPort Email Security Monitor deliverscomplete real-time visibility into who is sending email. It also alerts Ongoing Operationsadministrators to suspicious traffic so that they can take immediate action. Cisco IronPort Message Tracking - Allows administrators to find the status of any messagethat has crossed their infrastructure. With this centralized reporting tool, administratorsand support staff can quickly answer end-user inquiries such as, “What happened to myemail?”What is Included in Hosted Exchange Anti-Spam?Ongoing Operations’ use of the Cisco IronPort solution includes a 24-Hour Threat OperationsCenter. The center uses extensive technology and infrastructure to help ensure effectiveness. Alltogether, the center’s analysts speak more than 32 languages and have powerful tools to: Maintain a massive email collection Manage a knowledge base of latest trends Publish real-time rule updates to help ensure new spam attacks can be blocked immediately Provide closed-loop verification of customer reportsWhat are the Benefits of Using Hosted Email Anti-Spam? Eliminates a Broad Range of Email Threats - Cisco IronPort Anti-Spam addresses a full rangeof known threats, including spam, phishing and zombie attacks. It also addresses hard-to-S u b sc r i b e to r ece i v e e m a i l u pdatese v ery M onday and T hur s day f romO ngo i ng O pe r at i ons ’ B l og16

O N G O I N G O P E R AT I O N S ’HOSTED t, low-volume, short-lived targeted attacks such as 419 scams. Additionally, CiscoIronPort Anti-Spam identifies new and evolving blended threats, such as malicious contentthrough a download URL or an executable file. Provides Great Accuracy - The key to effectiveness is data captured by the Cisco IronPortSenderBase Network, the world’s first, largest and most accurate traffic-monitoringsystem. In addition to exceptional technology, Cisco IronPort Anti-Spam is backed by aninterdisciplinary team of experts with backgrounds in email security, machine learning andhuman genomics. As a leader in preventive threat detection techniques, Cisco employssecurity experts who constantly innovate to stay ahead of emerging threats. Cisco IronPortAnti-Spam is integrated with the Cisco IronPort Threat Operations Center, which helpsensure a high level of accuracy

Ongoing Operations hosted exchange works with the following versions of Outlook Outlook 2003 Outlook 2007 Outlook 2010 Outlook 2013 As you can see, Hosted Exchange works with almost anything! Hosted Exchange Pricing Hosted e-mail pricing can vary quite drastically based on what options the client selects. There are