Browse Prior Art Database

Utility to Append Disclaimers to Proprietary-Formatted and MIME-Formatted E-mails

IP.com Disclosure Number: IPCOM000020106D
Original Publication Date: 2003-Oct-27
Included in the Prior Art Database: 2003-Oct-27
Document File: 4 page(s) / 125K

Publishing Venue

IBM

Abstract

This is a utility to Append Disclaimers to proprietary-formatted and MIME-formatted e-mails. It runs at the boundary messaging gateway and processes all e-mails. Given that this is for the appending of e-mails destined to people outside of the organization, it is meant to process outbound e-mails only. It is composed of a Hook, which holds the e-mails in the outbound mail queue. It is composed of the Disclaimer agent, which appends the disclaimer to e-mails, no matter their format. Finally, the solution also offers an agent accellerator, which speeds up the recurring execution of the disclaimer agent.

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Utility to Append Disclaimers to Proprietary -Formatted and MIME-Formatted E-mails

1. Background

Increasingly, corporations are concerned about the legal ramifications of sending e-mails to entities outside of the organization and the legal exposure the contents of these e-mails may have on the organization. Corporations -- through their legal departments -- have formulated texts called disclaimers.

The problem then is appending this disclaimer to all messages going outside of the organization in an efficient manner and processing different formats of mails, whether they are in a proprietary format or in a standard format (which, for our purposes here, is the Multipurpose Internet Messaging Extentions [MIME], based on Request for Comments [RFCs] and Standard [STD] IETF documents). As well, to have the ability to process *all* e-mails, whether they are generated by users or by processes, automated systems, workflows or special devices within the IT infrastructure.

2. Summary

The solution presented accomplishes the stated goals above, which are recapped below:

Appends a disclaimer message to all outbound e-mails, no matter their source within the organization; Appends a disclaimer message to all outbound e-mails, no matter their format (proprietary or standard); Appends a disclaimer message to all outbound e-mails, no matter the messaging platform used;

Permits the customization of the disclaimer message; Handles large volumes of mails and is scalable; Doesn't require the use of Third-party solutions; Works with newer releases of their platforms.

It also offers the client the ability to extend the tool and adapt it further to their architecture, namely, offering the possibility of doing things such as those listed below:

Add supplementary statutory information and/or registration information to the e-mails based on defined rules
Block mails to specific addresses Redirect e-mails to alternate addresses

The following e-mails flow from the implementing the tool:

It permits to consolidate multiple servers responsible for different disclaimer

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additions in the MAIL.BOX template workaround was used; It permits flexible disclaimer addition and provides a one-stop repository of this information in the organization, making simple to update the disclaimer message(s) as the needs warrant it; It can be quickly, efficiently and economically implemented in an organization; It permits disclaimers to be added to messages orginating from alternate mail platforms and thus, is a one-stop solution for these messaging platforms as well, serving as a universal tool for disclaimer addition in the organization; It provides complete flexibility to the organization, permitting them to have a custom-taylored solution as opposed to a rigid implementation as found in third-party tools.

3. Description

The utility's purpose is to process each piece of outbound mail on the the gateway and apply to it a disclaimer. This utility works for all types of e-...