Security and confidentiality

E-mails play a significant role in companies for both internal and external communications. And of course, they are also subject to data protection regulations. This is why the assurance and protection of confidentiality and consideration of technical factors regarding e-mail is so important.

The following descriptions are examples of real issues, this is why we recommend that you observe these points and take our recommendations regarding e-mail security seriously.

Backing up

Making back ups helps to protect against data loss, for example, this can occur if a computer or hard drive is defective. For this reason, we recommend that you do not create a backup on the same computer the data is stored on, because if anything were to happen to this computer, you would also lose this backup data.

• As soon as you have archived an e-mail in CAS genesisWorld, the e-mail will be available in the CAS genesisWorld database. Your administrator is normally responsible for backups of the database.

  Data records such as appointments, tasks, addresses and so on are stored in the database.

  Furthermore, additional data is saved, such as links or references of document data records to archive files.

  And various settings are also saved in the database, for example, your user account including user name and password, your rights to data records, your list settings.

  With each client – a Desktop Client or CAS genesisWorld Web or the mobile apps – you access this common storage system, the database. This means, that this data exists comparably, depending on the client.

  It is possible that your company uses more than one database. In such cases, one database will be designated the default database.

• If you are not able to immediately archive all e-mails and edit e-mails on an e-mail server, then a backup of the PC must be created. Backups are usually created by the administrator.
• You will find e-mails from your personal folder saved locally on your computer, or in a network folder.
• If e-mails are saved for working offline, then they could be stored both locally on your computer or in a network folder.

In this case, e-mails available offline are synchronized with the mailbox on the e-mail server everytime you switch into online mode or everytime you access the mailbox on the e-mail server.

Saving alone in offline mode is not a backup. If a backup is not available for the e-mail server, and you open the mailbox, then any e-mails which are no longer available on the e-mail server will be deleted locally on your computer or from a network folder.

• You alone are responsible for ensuring backups of your local folders to other physical data carriers. Your administrator is normally responsible for ensuring backups of company network folders.

Protecting confidentiality

• When working with an e-mail account which has been set up specifically for you, you are working with e-mails on the e-mail server. A mailbox on an e-mail server is protected by a username and password.

The confidentiality of these e-mails depends on your company's data protection policy.

• You will also be working on an e-mail server when working with e-mail accounts such as Info@yourcompany.com or Department@yourteam.de.

In this case too, a username and a password are available for such mailboxes. All colleagues who use the mailbox have to know the username and password so that they can access the mailbox if they need to. Confidentiality is thus only available within this group.

• If you archive an e-mail for CAS genesisWorld, then by default and without changing any settings, only you will be entered as a participant with access rights to the archived data record. This means that colleagues will not be able to see or edit these e-mails.

Company e-mails are usually saved for business process purposes and can be found in dossiers and are thus relevant for participating colleagues. You can enter participants and grant access rights for archived e-mail data records.

You can always archive e-mails.

• E-mails are saved locally or on encrypted on the network. Only those users who are logged on to CAS genesisWorld and for whom the e-mails have been saved to this folder, can access such e-mails. Access is also only possible through CAS genesisWorld.

As soon as you work on such e-mails, for example, while in offline mode, then the e-mails will be found in this folder: ..\Users in subordinate folder..\TEMP. Only the user who is logged on to Windows and using the current computer can access this folder.

• Confidentiality is protected by digital signatures and encrypted e-mails.

• Digital signature and encryption

Technical conditions

• Folders with e-mails available locally or on the network, should not be subject to scans by virus scanners which have the ability to change or delete files, as this could lead to data loss.

For more information you can contact CAS Software AG support.

• You should also not delete any data from such folders yourself. As this can also lead to data loss.
• A path is specified in CAS genesisWorld for a personal folder. Please note, if you move the folder using the operating system, then the path will no longer be correct and you will no longer see the e-mails in CAS genesisWorld.
• Similarly, do not rename or move files for e-mails in folders.