Disparti Law Group, based in Holiday, FL, just outside Tampa Bay, specializes in matters of social security, disability, personal injury and employment. The 24 team members all rely heavily on email to communicate with clients, colleagues and partners.
“Email is vital within the office,” said Matthew Strojnowski, operations manager for the firm. “Increasingly, documents are supplied electronically via email rather than via post or fax, which helps streamline the communications process with clients but places a heavy burden on our email system.”
The firm’s Microsoft Outlook server is located in their offices. Major support operations like software upgrades are handled by outside consultants, but the firm manages day-to-day operations themselves. For several years, the firm used the anti-spam functionality included in Outlook to address the high volume of junk email that was received, but users had limited control and suffered with a number of problems.
Each staff member was receiving between 20 and 30 unwanted junk emails every day. As a result, users were spending between 1 and 2 hours every week sorting through their inbox, weeding out the junk and preserving the legitimate email messages.
“Some highly important correspondence comes from automated systems, which may be mistaken spam, and spam may look like personal correspondence,” said Strojnowski. “Users had to examine every message to ensure no legitimate email messages were overlooked or mistaken for spam.”
| Strojnowski discussed the issues with the firm’s IT consultant, who in turn introduced the Sendio solution.
“Sendio’s approach to the problem immediately resonated with us,” said Strojnowski. “We liked that the focus was on the email sender rather than the message content itself - it seemed to offer a definitive solution to the problem rather than a short term fix.”
After reviewing the solution in detail with their consultant, the firm opted to install a Sendio appliance. Rather than filter messages based on analyzing message text (the content), Sendio filters messages based on the “reputation” of the email sender. Known senders who are already on the organization’s whitelist have a “perfect” reputation and their messages are immediately delivered, while new senders are given the opportunity to be automatically added to the whitelist after verifying that the email originates from a valid sending mail server and domain.
In essence, only email from those contacts the firm has established a relationship with is delivered. End-users are able to easily control who is allowed into this group via the Sendio web interface, allowing users to manage the system rather than an IT department.
| “Sendio immediately cleaned up our spam problem,” according to Strojnowski. “Now, when staff arrive at the office on a Monday morning they know that every email in their inbox is important, so nothing is overlooked or ‘misclassified’ at a glance. We spend our time focused on those messages that are supporting the business rather than damaging it.”
While the occasional unwanted email still pops-up, the 20 to 30 abusive junk messages that were previously reaching end-user inboxes have been eliminated. And, the system requires zero IT administration time, allowing users themselves to manage which messages they wish to receive.
“Sendio has not only solved the problem, but has enriched the email communication process,” said Strojnowski. “We’ve received numerous compliments from new clients that appreciate the confirmation that their message has arrived – it starts a new email relationship out on the right foot.”
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