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 GEM
5.0
GMB has been designing and implementing document management solutions since 1984.
GMB's Email Manager (GEM) 5.0 is the latest product designed specifically to solve the e-mail management problem plaguing all organizations.
GEM has been designed as a server-side application that connects
directly to your email servers and captures all incoming and outgoing
emails, including internal emails. It captures emails according to the
rules you set up in the GEM Configuration utility. You determine which
emails to capture and which to ignore by configuring appropriate rules.
The first release of GEM 5.0 works with the following email servers:
- Exchange 5.5, 2000 and 2003
- GroupWise 5.5, 6.0 and 6.5
- Lotus Domino 6.5+
The magic of GEM is that nothing important is missed and nothing is saved that shouldn't be saved. And you configure the rules GEM uses to determine which e-mails to save, how to index those e-mails for rapid retrieval and how long to keep saved e-mails. You can even define workflow processes to be automatically assigned when certain types of e-mail arrive.
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- Enterprise Document and Records
Management
- A large percentage of emails are valid
corporate documents and as such they should be managed just as you
manage your other corporate records. GEM allows you to manage your
emails together with your other electronic documents and paper records
in a single system.
- With GEM you can automatically classify emails
and assign both Retention and workflow.
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- Adding emails to your corporate records
provides a complete picture of all corporate transactions. Without
emails, your electronic document management store probably represents
only 25% of the total number of your business transactions.
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- There is no way you can maintain a complete
history of all business transactions without a tool like GEM.
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- Compliance
- No matter whether you are a government or
commercial organization it is absolutely certain that your operations
are subject to an overabundance of legislation and compliance rulings.
Without a total email management tool such as GEM there is absolutely no
way you are able to meet that plethora of legislation and rulings. GEM
provides the certainty of a secure and inviolate email store together
with the ability to translate the compliance rules into GEM rules so any
inspecting authority can easily verify that you are meeting the
'standard'.
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- Risk Management
- Given the volume of emails you send and receive
there is absolutely no way you can 'know' what is in your email store
without a total email management tool such as GEM. GEM works in two
ways. Firstly, it allows you to 'inspect' every email entering and
leaving your organization (including internal emails, staff member to
staff member) and monitor and action content in real time. Secondly, its
powerful search engine allows you to instantly analyze your email store
for emails meeting a Boolean set of criteria, e.g., "all emails
from or to John Brown and mentioning the XYZ Construction project."
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- With a product like GEM you can actively guard
against racism, sexism, trading in company secrets, 'head-hunting' by
opposition companies and employees deliberately modifying and deleting
emails.
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- And, if you should ever be subject to a
discovery order from a Court you can comply 100% with the availability
of GEM's powerful Boolean search functions allowing you to find emails
by any attribute or combination of attributes including the full text of
the email and the full text of any attachments.
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- With a product like GEM you can simply have a
real idea of what is in your email store and of what your real
commercial risks are.
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- Highly Flexible and Configurable
- The GEM Administrator has the ability to
configure and fine tune GEM to their site's unique and particular
requirements. These options include language, security, email capture
rules, retention processing, workflow processing and SPAM interception. All of the rules and standards used by GEM can be changed by your GEM System Administrator at any time. GEM error reports (automatically e-mailed to the GEM System Administrator) will report any e-mails that slip by the rules so that you can modify them accordingly.
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- Totally Secure
- In client based email capture models there is
always the risk that the employee will either delete important emails or
neglect to save and index them. With GEM in place it no longer matters if
the employee deletes, modifies or 'forgets' to save emails because GEM
already has copies of all corporate emails and protects them in an
inviolate state. E-mails managed by GEM cannot be altered or deleted by your employees. In addition, you can assign security codes to either folders or individual e-mails to restrict access to selected
employees.
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- Easy to Use
- GEM has been specifically engineered to be easy
to install, easy to maintain and easy to configure.
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- Non Intrusive
- Other than the Administrator who manages GEM
and sets and maintains the 'Rules' there is no requirement for other
employees to do anything. GEM runs totally automatically in the
background and most employees would not even be aware that it is
running. It automatically analyzes all incoming and outgoing emails
(including internal emails).
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- Scalable
- One copy of GEM can support multiple email
servers by simply attaching a GEM Agent to each server. There is no
limit on the number of GEM Agents that may be deployed. There is no
limit on the number of emails that can be stored in the GEM database.
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- Value for Money
- GEM is surprisingly affordable. It is a cost
effective purchase for an organization with 20 employees and one email
server just as it will be for a cost effective solution for an
organization with 500 email servers and two hundred thousand employees.
If you would like our sales department to provide you with a customized
quotation for GEM, simply click here.
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- Professional Service
- GMB has twenty years experience in providing solutions like GEM.
GMB can provide the on-site expertise to help you install and integrate GEM into your environment.
GMB has an experienced 1800 support organization in place. GMB have all
the people, tools and processes to support GEM users.
- Quality Assured
- GMB has been ISO9001 certified for over ten years and its software design, manufacturing, testing, distribution and
support processes are audited twice per year by a government accredited
standard organization.
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- Support
- GMB's maintenance services include: Automatic
Software Upgrades and 1-800 Support Incidents. As an additional service,
on-site technical support is available for on-site required tasks such
as data migrations, software upgrade installation, application and
database assistance, application installation and technical training.
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- Training and Consulting
- GMB offers training on all GMB applications at
selected training centers or at your site. GMB can also offer customised
courses to suit your organizational needs. GMB is happy to provide
Consultants to successfully implement your solution.
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- RecFind-Corporate
- RecFind-Corporate is the heavy-duty back-end. It manages the
relational databases and provides all the core functionality for
Versioning, Audit Trail, Security, Reporting, Searches/indexing,
Retention, Workflow, Archiving emails off to second level storage, etc,
etc. Standard GEM 5.0 comes with four (4) RecFind-Corporate client
licenses. These are concurrent-user licenses.
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- GEM Gateway
- The Gateway version of GEM that does not
integrate with RecFind-Corporate. It can integrate to any other records
or document management package.
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- RecQuery-TC
- The RecQuery-TC is the inquiry client. It is a thin-client
(web server based) product. It is designed as the main inquiry tool for
searching for and viewing emails. Standard GEM 5.0 comes with four (4)
RecQuery-TC licenses. These are concurrent-user licenses.
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- GEM Configuration Utility
- This is where your GEM administrator sets up
and configures GEM and builds and maintains the Rules used to determine
which emails to capture and which to ignore. It is also used to allocate
Retention information and Workflows when emails are captured and saved.
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- GEM Agent
- The GEM Agent connects to any number of email
servers. It
captures a copy of all emails for the mail boxes/accounts you specify
(in the Configuration Utility). It captures a copy of all incoming and
outgoing emails both internal and external. It writes all captured
emails to the GEM SQL queue.
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- GEM Email Queue
- This is a dynamic queue used for the short-term
storage of all captured emails.
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- GEM Queue Processor
- This process continually analyzes all emails
placed in the GEM Queue by the Agent(s). It compares the attributes of
each email against the Rules you have built. If an email meets a Rule it
is stored in RecFind-Corporate's database and then removed from the
queue. If it does not meet a rule it is ignored and removed from the
queue.
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- GEM Anti-Spam Engine
- This engine analyzes all incoming emails
according to the rules you have built within the GEM Configuration
Utility. It uses a sophisticated Bayesian Filtering technique plus white
and black lists and keywords to determine which emails are likely
'SPAM'. Emails identified as having a high probability of being SPAM
will have the characters "[SPAM}" inserted at the beginning of
the subject line. Users should be advised to set up filters in their
email client (e.g., Outlook) to move all emails with "[SPAM]"
in the subject line directly to a suspect "Junk" or
"SPAM" folder.
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- Full Text Searches
- View all captured emails across the enterprise
by full text searches. GEM's "thin-client" browser, GEM-TC,
enables an employee to search for, display and print all e-mails for the
enterprise. Search by any of a dozen criteria including: To address;
From address; Subject; Message text; Abstract; Folder details; Date;
Metadata or free text of the attachment. Assign security codes to either
folders or individual e-mails to restrict access to selected employees.
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- Retention
- Retention policies can be automatically applied
to emails according to their characteristics meeting all local, state
and federal requirements.
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- Workflow
- Workflow processes can be predefined and then
automatically applied to emails depending upon their characteristics.
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- Reporting & Statistics
- GEM 5.0 gathers statistics on all emails
processed, including those not captured. It gives you the option to
select up to three reports. These reports are automatically emailed to
the GEM Administrator (or to anyone else you select) each day at
midnight.
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- Routing
- GEM 5.0 allows you to send copies of emails
addressed to one mailbox to one or more other mailboxes. This is an
ideal feature to use when an employee is sick or on vacation.
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To use GEM, you will require the following:
- IBM compatible, personal computer with a
Pentium or higher processor (or equivalent (i.e. Celeron, AMD, etc)
- A hard disk or file server with at least 200MB
of free space plus an additional 150MB for the installation process
- A mouse
- A VGA compatible or better display (800 x 600
resolution)
- A sound card and speakers (optional, required
for sound functionality)
- 64MB of RAM minimum (128 recommended) Note:
Depending on operating system, additional RAM may be required. For
example, if using Windows 2000 128MB RAM is required as a minimum
- Microsoft 2000/XP
- GroupWise 6.5 specific requirements - Novell
client installed and configured + GroupWise client installed and
configured.
- Exchange 5.5 specific requirements - Outlook
client installed and configured
- Lotus Domino Server 6.5+ and Lotus Domino
Client 6.5.1+
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» The
Need for Email Management
» Sample Email Policy
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