Junk e-mail or spam has become the scourge of the modern computer world. It eats bandwidth. Spam is like a disease. It doesn’t care about age, religion, wealth. It doesn’t discriminate. Junk e-mail affects us all.

There are 4 keys to the junk mail question – Who, What, Where and Why.

Who they are

The typical profile of a junk mail sender is as follows. Male, 18 – 30 years of age, single, technically competent and with little regard for their status as a public nuisance. There are female junk mailers out there but, unfortunately, this is predominantly a male preserve.

What they use to send spam

There are many tools available to the spam merchant. The main ones are e-mail extractors, newsgroup harvesters and CD lists.

E-mail extractors are programs which wander around the Internet gathering e-mail addresses from websites and often from web based forums (unprotected forums). A “good” e-mail extractor can gather 15,000 e-mail addresses per hour.

Newsgroup harvesters are programs which search through newsgroups for valid e-mail addresses. Most newsgroups users are aware of this and take measures to counteract these harvesting programs. Despite these measures a newsgroup harvester application can gather 20,000 – 30,000 e-mail addresses in an hour.

CD lists are one of the worst sources. 90 million e-mail addresses available on a single CD for as little as $20. A lot of the addresses on these CDs would be junk (many would no longer exist) but an equally large number of these addresses would be valid. A CD like this is a junk mailers dream.

Where they do it from

Those involved in sending out bulk e-mail are “entrepreneurs” or at least they think so. The vast majority of those involved in the spam business are self-employed and work from home. Sending spam is almost the ideal home based business. You name your hours and the business itself is almost automatic. Maximum gain from minimum effort.

Why they do it in the first place

Their motivation is money. Considerable amounts of cash actually. Each spammer who sends out 1,000,000 junk e-mails is certain of approximately 100 sales. Many of the products they sell are worth $50 - $100 dollars to them in commission. Yes. Shocking isn’t it? The average bulk mailer earns in excess of $100,000 per year! Maximum return for minimum effort. Unless of course you get caught and get jail time.

This article was provided courtesy of Spam-site.com which reviews and tests spam blockers for the business and end user.

Your message is not being delivered.

If you send emails to your customers, I have some bad news for you. Not all of your emails are making it to your intended recipients. Between ISP spam filters, spam-blocking email servers, spam-killing email software, and email content filtering everywhere in between, the chances are high that your messages just aren’t making it past all of these roadblocks.

Recent studies show that opt-in subscriptions are erroneously spam blocked at rates of 17% (according to Return Path) to 38% (according to Mail.com). So, 17% to 38% of the e-mail you send to people who want it or even pay for it in many cases, does not reach them. Just by choosing the wrong words or phrases, or sending the wrong type of attachment, your email can become a "false positive", and end up filed into some garbage bin where it gets mixed up with various offers to increase the size of some random body part — never again to be seen.

These false positives can occur even if the intended recipient is very interested in receiving your message, even if their life (or livelihood) depends upon receiving that message. Even if automated spam filters don’t destroy your message, as in-boxes fill up with more and more garbage, it’s becoming common for people to simply overlook wanted mail and inadvertently delete it.

It’s only going to get worse.

When the new federal law dubbed "The CAN-SPAM Act of 2003" (Controlling the Assault of Non-Solicited Pornography and Marketing) was passed in December, many were startled and confused by the apparent legalization of spam. Now, as long as an emailer complies with the law regarding header falsification, misleading titles, and opt-out procedures, it would seem that marketing through spam has become legitimate!

The CAN-SPAM law only restricts the legality and processes involved in sending Unsolicited Commercial Email (UCE). There is no implied responsibility on behalf of any provider to guarantee delivery of all messages. In fact, ISPs are given the right to filter and block email any way they deem necessary according to their policies. The law doesn’t burden ISPs to discriminate whether the email was permission-based or unsolicited. They can block incoming bulk email simply on the basis of a single complaint.

And if that wasn’t bad enough, the CAN-SPAM Act suggests a bounty of 20% or more of fines collected go to the people who turn in spammers. As more "offenders" are reported, more ISPs are blacklisted, and the more likely your message will end up vaporized long before it hits home.

So now, with more and more marketing efforts involving purchased and shared opt-in lists, more and more companies able to legally spam, and more and more Unsolicited Commercial E-Mail floating around on the internet, there is bound to be a reaction, and that reaction is sure to be quite strong. Following the Red Queen Principle, as spammers continue to find a means to push out spam — ISPs, hosts, and email packages will continue to improve their defenses, as well, blocking more mail than ever before.

Has E-mail Come to an End?

No one could have imagined that things would get this bad. Spammers and virus authors are rapidly crippling email. Even though e-mail was once dubbed the "killer app" of the Internet, some doomsayers are going so far that viruses, spam, and spam filters are joining forces to bring about the death of email. The theory is that, eventually, inboxes will become so full of unwanted garbage emails, and so many desired messages will be deleted along the way, that email will become useless.

Some e-mail publishers are considering giving up on e-mail altogether and finding other ways to deliver their message. While this may sound pretty extreme, the spam wars are an extreme situation. And extreme situations call for drastic measures…

RSS to the Rescue

One such alternative is RSS, which stands for either Really Simple Syndication, or Rich Site Summary, depending upon with whom you’re speaking. A primary reason that RSS is a viable alternative is that since readers select their RSS Feeds, spam is no longer an issue. This is because RSS works a little bit differently than email, using pull, instead of push, technology.

By notifying people interested in your content, as well as web sites that collect and package content announcements (called aggregators), you "feed" them your content. From this process we get the term "RSS feed." By providing an RSS feed, another site may pick up your "news" through your feed and syndicate it. Only the feed publisher can designate what information gets into the feed, and the only information the subscriber pulls down is what the publisher puts there.

If email continues on its self-destruct course, RSS could very well become the new standard, either replacing email subscriptions or, more likely, as an email supplement.

What are RSS Feeds?

An RSS feed is a Web-accessible XML file containing a listing of web pages with related news or information. RSS is basically a stream of raw data: content completely separated from presentation. The XML-based RSS feed contains content information, such as the headline, description, an excerpt, and the URL where the subscriber can find the content in its entirety. Once uploaded to a website, the RSS feed should be validated for completeness and accuracy. Once it is validated, the feed can then be submitted to engines.

A sample feed can be seen at: http://www.EnvisionSoftware.com/Articles/Index.xml

Consuming the Syndicated RSS Feed

Individual subscribers can view RSS feeds in special feed reader software, called a news reader. Additionally, webmasters can syndicate your news feeds to their website using an aggregator. Both aggregators and news readers consume RSS feeds, presenting them in a format for use by humans in pretty much the same way Web browsers work with web pages.

To subscribe to a newsfeed, the subscriber tells their feed reader to periodically poll a certain site’s RSS feed file, pasting the URL for the RSS feed into their feed reader, much like bookmarking a page in your Web browser.

Then, to read the news, the feed reader visits the subscribed feeds, grabs the latest information, and displays a sorted list of the latest headlines from each source. Sometimes the reader will show brief descriptions of the content, but it always links to the full content on the publisher’s site.

Not quite ready for prime time

Even though it’s been around for a decade, RSS technology is still in its infancy. This immaturity presents a few challenges.

The biggest issue today is that mainstream web and e-mail clients do not yet support RSS feeds. Expect to see some movement in this direction as the RSS movement swells.

There are lots of freestanding news readers out there, and they each have their unique shortcomings. Over the next year or two, RSS software should improve significantly and RSS will become a more robust publishing platform.

RSS usage and news aggregator adoption is still very limited. So, RSS will not be a complete solution without greater subscriber participation.

RSS is text-only. Attractive layout and graphics cannot make up for poor quality content in the world of news feeds.

The RSS Business Model

Content publishers need to determine how to make RSS content distribution profitable. Just as there are paid e-mail newsletters, there can be paid RSS news feeds. It’s just another file that resides on a web server, so it can be served from a password protected web site. However, with a paid RSS newsfeed, readership is reduced, as subscribers are limited to using RSS aggregators or news readers which support authentication.

While content publishers may be afraid of RSS, the business model of e-mail publishing doesn’t really change using RSS. Readers still see the same content, with the same design, layout, and ads in an HTML newsletter. The trick is to have content which strikes the reader’s fancy — headlines and descriptions have to be worthy of clicking on, before the readers will see the full content.

What Does The Future Hold for RSS?

RSS has gained quick acceptance in certain circles such as small technology companies, innovative consulting organizations, and self-publishers. Even Microsoft has started publishing RSS feeds without attempting to strong-arm themselves into a dominant position, thus far.

AOL’s upcoming AOL 10 software will support RSS technology. Microsoft will most likely support RSS in Outlook and Outlook Express, similar to its current support for newsgroups. Additionally, web hosting tools like Geocities offer tools to syndicate RSS feeds.

It may take some time, however, for RSS to gain momentum in the IT departments of midsize-to-large companies, which are typically slower to adopt nascent technologies like RSS.

Should you consider RSS for your publication?

While RSS may not be an immediate replacement for the email newsletter, it will become a powerful choice in corporate and personal communication in the very near future. Once the big guys adopt RSS as a content sharing and distribution medium, it will gain greater acceptance. The benefits of RSS will be widespread, and full-featured RSS news readers will be prevalent.

Moving your subscriber base from e-mail newsletters to RSS feeds might be a tall order at this juncture. For now, it’s up to publishers to sell readers on the RSS concept, and explain how it alleviates the pain of spam.

Whether you decide to convert to RSS full force or simply offer RSS as an alternative for your subscribers, it’s important to realize that e-mail is starting to lose its luster, and now is a very good time to include RSS in your publishing repertoire.

About The Author

Daiv Russell is a Software Engineering Strategist with Envision Software, a software project management and development outsourcing company committed to helping information technology organizations solve problems, increase revenues, and reduce costs by guiding software development teams through project management chaos. Envision publishes Luminary, a monthly software project management newsletter.

DRussell@EnvisionSoftware.com

They’re sneaky. And stealthy. They’re quiet and mostly unobtrusive, but once you’ve been visited by them, you’ll know it. Because you’ll be inundated with a seemingly never-ending stream of spam-mails.

They’re email harvesting robots, and chances are you’ve been visited by one.

What these insidious creatures do is crawl your site, much like the search engine spiders do, and collect any and all email addresses they find there. Many of them crawl your entire site, following every link, gathering email addresses from your guestbook, your message boards, databases, and everywhere else they can get to.

What happens next is so sinister, so unthinkable; I can barely say it. They put your email addresses on CDRom and sell them- as opt-in lists. You’ve seen them, "20,000 targeted email addresses for only $29.95!", or my personal favorite, "Send 10 Bazillion emails- WITHOUT SPAMMING!!". What you didn’t know was that it was YOUR email address they were selling.

To find out if your site has been visited by an email harvester, you only need to look at your logs. If your web host provides you with your stats, you can look in the Browser report for any of the following:

• EmailSiphon
• Crescent Internet Tool Pack v1.0
• Cherry Picker
• Email Collector
• Libwww-perl 1.0

If you don’t have a stats program, you can examine your logs for visits from these agents. The easiest way to do this is to download them and open them in a program with a search function (like Wordpad). Then you can search for the names listed above.

So, what can you do to protect your site from these evil robots? Unfortunately, there’s no single magic solution. There are, however steps you can take to discourage them.

The first thing you can do is create a Robots Exclusion file. This is simply a text file named robots.txt that you place in your root directory. What this file does is tells robots where they can and cannot go (as well as which robots can and cannot visit your site). The drawback of using this file to combat email harvesting robots is that as a rule, the robots.txt file is based on a sort of robot honor system. That is to say that you are assuming that any robot that visits will ask for and comply with the directives that you put there. Unfortunately, harvesting robots are typically ill-mannered robots that ignore this file. For more information on Robot Exclusion, visit the Robots Exclusion Standard

A really fun solution is to use a cgi-script that punishes bad robots. What these do is to direct the robot to a page full of fake email addresses- lots and lots of them. So, what the spammer gets is a whole lot of bounced email messages, which will discourage them from visiting you again. The downside of this method is that they do also collect the valid email addresses. Also, most scripts of this type have a little disclaimer attached to them stating that they won’t be held responsible for any legal issues that arise from the use of their script- and that has to make you wonder.

There are other scripts that hide your email address from the robots, but not your site visitors. This is a great solution for smaller sites that don’t have more than one or two addresses listed. You can find both types of scripts at the CGI Resource Index

Another handy script is one that will check to see if a robot is friendly, and if not it will put it to sleep for say, 10,000 minutes. This will cause the robot to terminate the request and move on to another victim.

$number = $ENV{REMOTE_ADDR};
($a,$b,$c,$d)=split(/\./,$number);
$ipadr=pack("C4",$a,$b,$c,$d);
($name,$aliases,$addrtype,$length,
@addrs)=(gethostbyaddr("$ipadr", 2));

if ($name =~ /foo.com/i) {
$ENV{HTTP_USER_AGENT} =~ /emailsiphon/i;
$access_denied++;
sleep(10000);
}

The last option is, in my humble opinion, the best option. If you have the ability to modify your .htaccess file, you can specify certain host agents that are not allowed to visit your site using the mod_rewrite file. This effectively blocks the offending robots from ever touching your site. You should definitely check with your hosting provider to see whether or not you can make such a modification. Most hosts will be more than happy to make the modification for you.

For those of you willing and able to make the changes yourself, just add the following to your.htaccess file:

RewriteEngine on
RewriteCond %{HTTP_USER_AGENT} ^EmailSiphon [OR]
RewriteCond %{HTTP_USER_AGENT} ^EmailWolf [OR]
RewriteCond %{HTTP_USER_AGENT} ^ExtractorPro [OR]
RewriteCond %{HTTP_USER_AGENT} ^Mozilla.*NEWT [OR]
RewriteCond %{HTTP_USER_AGENT} ^Crescent [OR]
RewriteCond %{HTTP_USER_AGENT} ^CherryPicker [OR]
RewriteCond %{HTTP_USER_AGENT} ^[Ww]eb[Bb]andit [OR]
RewriteCond %{HTTP_USER_AGENT} ^WebEMailExtrac.* [OR]
RewriteCond %{HTTP_USER_AGENT} ^NICErsPRO [OR]
RewriteCond %{HTTP_USER_AGENT} ^Telesoft [OR]
RewriteCond %{HTTP_USER_AGENT} ^Zeus.*Webster [OR]
RewriteCond %{HTTP_USER_AGENT} ^Microsoft.URL [OR]
RewriteCond %{HTTP_USER_AGENT} ^Mozilla/3.Mozilla/2.01 [OR]
RewriteCond %{HTTP_USER_AGENT} ^EmailCollector
RewriteRule ^.*$ /badspammer.html [L]

While these are all effective measures to fight the Email Snatchers, there are new robots evolving every day. It’s important to stay informed with the latest tools that the spammers are using. Some excellent sources of information can be found at:

Search Engine World
http://searchengineworld.com/engine/denied.htm

Apache Today
"Restricting Access by Host"

SpiderHunter.com
http://www.spiderhunter.com/

——————————–

© Copyright 2001 Sharon Davis. When she is not waging war on spammers, she is the owner of 2Work-At-Home.Com, Work At Home Articles.net and the Editor of the site’s monthly ezine, America’s Home. In her spare time she reminisces about what it was like to have spare time. To subscribe to her free ezine, Click Here

Spam filters are responsible for deleting a high percentage of legitimate business emails from people who have no wish to spam. Here are some tips to avoid spam complaints in your emails or ezine.

Avoid the following triggers in your emails.

1. Excessive use of ALL CAPITALS in the subject line and body of your email.

2. The use of words like "free"(used alone or in combination with words like "trial","money", "quote", "sample", "membership", "access" etc.) Other more obvious word to avoid include "sex", "XXX","spam", "$$$", "checks", "money", "extra income", "as seen on TV". Even seemingly harmless word such as "search engine listings", "cable converter", and "reverses aging" will get you in trouble.

3. Excessive use of exclamation marks "!!!"

Tips for Staying on the Right Side of Spam Filters

1. Use words like "news", "newsletter", "list" in your subject line.

2. Say how often your ezine is published in the subject line - weekly, monthly.

3. Put date of newsletter in subject line.

4. Put issue number in the subject line.

5. Ensure your newsletter is a proper ezine with some substance in the text.

To help identify spam in your emails/ezines use the following spam checker always before you send anything out.

http://www.merchant-account-service.com/stop_spam_mail.html

Above all, use your common sense. We know what spam looks like, so avoid anything that resembles it in your ezine.

(C) John Lynch

For a free spam test on your emails or ezines go to: http://www.merchant-account-service.com/stop_spam_mail.html

Most of us have opened our email program and found, alongside correspondence from people that we know, offers for products from commercial web sites. Some of these emails we expect. We have asked to be notified of sales and other opportunities or joined a mailing list offered by the company.

Many times, however, the offers are from companies that we have never done business with and may have never even heard of. This is Spam, unsolicited bulk email, and can quickly lead to a massive overload of your inbox.

Identifying Spam as soon as it occurs is the first step to preventing it from happening again. Once your email address is in circulation with these companies, you are well on your way to a very nasty problem. Advertising from legitimate companies is one form. The rest are for illegal services, pornographic material, questionable products, and fraudulent schemes. It is invasive and many times illegal. Spam is the worst form of junk mail and a typical reason why many people have to change their email addresses.

In best cases, the clue can be found in the subject line. If you are offered quick money or a chance to find your long lost high school classmate, you can probably guess that it is Spam.

You may be amazed that, as you read your email, that these companies claim a right to send you this email because you have a relationship with one of their “partners” or “affiliates”. All that this may mean is that they bought your email address from another company with dubious privacy policies. It is still Spam.

Spammers will try to trick you. Unfortunately for us, Spammers only need a response rate, by some estimates, of 0.0001% in order to be profitable. This means that they will use practically any measure to get you to open it before hitting the delete button. You may receive an email from Grandma or one asking for help in the subject line. Before you know it, you are reading their advertisement, if only out of curiosity.

Check the dates and times on any email that you are unsure of. These companies know that many email programs will sort the inbox by the earliest mail sent. As a result, they place false send dates and times on their Spam hoping that you will open them first.

The worst has to be the ones that seem to come from companies that you know and trust. They may claim to be from your internet service provider in the subject line or have a similar address to that company’s name. It may look like it is from the accounts payable department of a major law firm.

Spammers count on your curiosity and hope that you will respond. Even if you don’t buy anything, they now know that your email address is connected to a live person and, if nothing else, can sell that address to someone else.

Read the To and From fields in any questionable email that you receive. If the To field is empty or filled with an anonymous address, then you have Spam. An anonymous address is typically something like freeoffer@happydays.com.

An address from someone that you do not know through an account at hotmail, yahoo, or msn is probably Spam. These are anonymous, easy to get accounts that spammers use and then discard when they are done. By the time the Service Provider has been made aware that spam is originating from these accounts, the spammer is gone.

Scrambled, random addresses (X12YT853@yahoo.com) from accounts like these are definitely not to be trusted regardless of the content.

Finally, if the email contains a story in which you are asked to do anything to help anyone, check the story out online. There are several great websites like truthorfiction.com that will help you sort through any potential scams or hoaxes perpetuated through email.

These stories can range from silly pranks to dangerous fraud schemes and may need to be reported to the proper authorities before someone, like you, finds their bank account drained.

Lewis Leake is the webmaster of eMailCash.com. There you will find articles, resources, books and product reviews on eMail Marketing Strategies and Tactics. You will also find a number of articles on SPAM and how to prevent it. Get Your FREE Mini-Report Spam and It’s Consequences!

When you go to your mailbox and find pieces of junk mail mixed in with important correspondence, you throw it out. It is a mild nuisance and you probably don’t even give it a second thought. Unfortunately, most people do the same when spam arrives in their inbox. They just delete it.

While that does get rid of an individual email, more needs to be done to control what can become an overwhelming problem. Liken spam to cockroaches; see one in your cabinet and you know that you likely have an infestation that needs to be dealt with swiftly.

To begin with, do not respond to the spam – ever. There are usually two ways that spam recipients make this mistake. First is the opt-out clause that appears at the bottom of the email. It appears to be a legal statement giving you the right to remove yourself from this mailing list. Unless you legitimately authorized the company to send you mail, in which case this is not spam, do not follow this link. Most often this link is simply a way for the spammers to identify your email address as valid. Now they can sell your address to other spammers and thank you for making their work easier by continuing to send you the spam you didn’t want in the first place.

The second manner in which this error occurs is when, out of total frustration, you reply to the sender with a firm statement of your disgust. This usually happens when the spam is pornographic material and despite your best efforts, keeps appearing in your inbox. Sometimes the reply will not work because the sender’s email address is a fake one and it will just bounce back to you as undeliverable. Count yourself lucky because the alternative means that they now have a confirmation of your address.

Next, read the email header. The header contains the full path of computers through which the email passed to get to you. Most pieces of email pass through at least four computers – the spammer’s, their ISP, your ISP, and finally yours. Since the stated from address is usually a fake one, this is the most reliable way to track down the spammer’s ISP, at the very least.

Each computer that the spam travels through will add lines to the header stating who they are, who the mail came from, and where they are sending it. Headers can seem complicated, but in most cases you will be able to at least recognize other ISPs. If your mail is through Yahoo and you see “juno.com” in the mix, then you know that you can report the spam to Juno.

When reporting spam, you will need to cut and paste the full header path into the email to give the experts the opportunity to track down the offender. To read an email header, you typically just right click on the email and then choose properties, options, or header depending on which email program you are using.

Finally, forward the spam to a number of authorities. The first would be the spammer’s ISP. If you cannot tell who that may be, send the spam to your ISP. Additionally, several websites are available to help you report spam, like spamcop.net.

Second, forward the spam to the Federal Trade Commission at uce@ftc.gov. While they will not take action on your behalf, they will add the spam to a database compiled on known UCE (unsolicited commercial email).

If the spam is a “419 Scam”, or Nigerian Advance Fee Fraud, fax a copy of the email and its headers to the United States Secret Service. You will know this spam when you read it – an exiled African leader of some sort needs your help and bank account information. These scams have defrauded many and need to be taken seriously.

Now you may delete the spam.

Lewis Leake is the webmaster of eMailCash.com. There you will find articles, resources, books and product reviews on eMail Marketing Strategies and Tactics. You will also find a number of articles on SPAM and how to prevent it. Get Your FREE Mini-Report Spam and It’s Consequences!

It’s a nightmare isn’t it? You fire up your email system first thing on Monday morning to be greeted with hundreds of new messages.

"Great", you say, "I’m so popular!"

But no - your email has been added to thousands of spammers’ lists, that’s all.

After exploring the seedy underworld of human growth hormones, get rich quick schemes and offshore investment accounts you’ll find you don’t have much energy left for anything else!

So - put a stop to the madness.

Can The Spam!

I found a great service provided by some clever people over in Australia.

It’s called SpamTrap and it does what it says on the tin.

You can sign up for a free trial and then it costs you a small sum to have the service on an ongoing basis.

There are other solutions to this growing problem but I find SpamTrap easy to use, no messing about and most important of all – it works!!!

I went from receiving approximately 200 spam messages a day on one of my accounts to receiving maybe one or two - and that’s on a bad day.

So How Does It Work?

The guys at SpamTrap will tell you more but at a basic level their nifty bit of software can recognise virtually every form of spam and ‘learns’ what is junk and what isn’t.

All email that is flagged as spam is stopped before it reaches you and if you’re the paranoid type you can take a look through it to make sure nothing legitimate makes it into the bin.

But, from the hundreds of emails I checked (initially) the SpamTram robots hadn’t made a single mistake.

Excellent Spam Blockers And Killers

SpamTrap - http://www.spamtrap.net.au

Block All Spam - http://www.blockallspam.com

Clean My Mailbox - http://www.cleanmymailbox.com

SpamArrest - http://www.spamarrest.com

Michael Cheney is Author of The Website Marketing BibleTM. Take the Free 7-Part Course "Internet Marketing Made Easy" and get your free sampler of ‘The Bible’ here: http://www.websitemarketingbible.com/marketing/

5 Ways Spam Is Affecting Your Business And what we can all do to prevent it.

If you had only just got online, and received your first few emails, you may be forgiven for thinking you had hit paydirt.

You would already have heard how you won millions on a foreign lottery, then some benevolent foreigner wants to give you more millions because a relative has died and he needs help to get his inheritance, and you’re someone he can trust. And as luck would have it, those personal body parts you don’t discuss with anyone are actually too small, but a few people can help you with that for a very low fee. And you have all that Cas.h coming so…..

But you’re a seasoned veteran, and none of that is worth your time, it’s just so much spam.

You probably don’t even see any of it.

Don’t give it a second thought.

Maybe you need to.

It is because it is so easy and cheap to send email that you as a marketer want to use it,and spammers selling dodgy pills want to exploit it. They send out a million untargeted messages in a few hours, and rely on the fact that even if only 1 or 2 % of the people they sent it to bu.y their wares they will be in Profi.t.

You try to send a more targeted mailing, but due to the spammers all email is being vetted more carefully, and spam is hurting all of our businesses, even responsible marketers like you who wouldn’t even think about using it.

Here are the 5 reasons you should consider the implications of spam more carefully.

1 The time it takes to sort your emails is increased, but you can always use filters or antispam software. Which brings us to

2 False positives in antispam software means, if you don’t check the filtered out spam, you may miss a valuable contact from a customer. So you have to check it all anyway.

3 Your customers use spam blockers, or their isps do so you need to rethink your newsletter or email to your list of prospects so you don’t trigger theirs.

4 Due to the amount of people you can reach with email, you are more likely to encounter someone who reports you for spam even after they signed up and double opted into your newsletter. Result:- your domain gets blacklisted, and you spend time undoing the damage.

5 People are more wary about giving their e-mail addresses out so it’s harder work getting them to sign up for your newsletter in the first place. You need an easy to find privacy promise on your site.

Because so many people have used spam to sell their products, we all suffer.

Even with all these spam related problems, email remains a viable and usable option for Online marketin.g, but it needs a bit more care than it did before.

Governments may be stepping in and passing laws to outlaw spam, but the spammers themselves will move their servers to a safe place with a more tolerant government. We need to do our bit to keep email as an advertising option and play safe.

Consider putting your newsletters online and sending a short email with the link to the latest issue in it. Never bu.y from a spammers email, and despite some advice you may have seen to the contrary it is unwise to try to reply to unsubscribe, that just proves they have an email address which is live.

Be careful where you get leads from if you bu.y them, some unscrupulous companies will sell you email lists harvested straight from website mailto links.

CD’s full of 1000’s of names are not a good buy to market to, they will have been sold and sold again, and the people whose email addresses are on them will have been sent too many offers already.

Always email responsibly, and ensure you give people a plain privacy link, and an even more plain unsubscrib.e link in every email.

Douglas Titchmarsh runs several websites, and blogs including http://www.cashinonline.info and http://www.titchmarsh.com

What comes to your mind when you think about your email? Email makes possible almost instant communication with your co-workers without leaving your desk, a quick note to a family member who lives far away, but also has a very annoying downside such as junk mail. Since the introduction of the Internet, email has been one of its primary uses. The fact that it is a fast, cheap and easy means of communication, makes email a great business tool. But there are also a series of threats for employers associated with email usage. Email threats such as confidentiality breaches, legal liability, lost productivity and damage to reputation cost organizations millions of dollars each year.

In the majority of cases, companies are held responsible for all the information transmitted on or from their systems. As a result, inappropriate emails can result in multi-million dollar penalties in addition to other costs. For example, a Federal Communications Commission (FCC) employee unintentionally sent a dirty joke entitled ‘Nuns in Heaven’ to 6,000 journalists and government officials on the agency’s group email list. This employee’s lapse in judgment and electronic mistake resulted in negative publicity and national embarrassment for the FCC. In the US, Chevron settled a case filed by four female employees for $2.2 million. The employees alleged that sexually harassing emails sent through the company’s email system caused a threatening work environment. One of the sexually offensive messages was a joke sheet titled ’25 reasons why beer is better than women’. A company can also be liable if one of its employees sends an email containing a virus.

Confidentiality breaches can be accidental, for instance when an employee selects a wrong contact name in the ‘To:’ field, or intentional, such as the case where an employee uses his corporate email account to send confidential information to one of the company’s competitors. In the latter case, both the employee and the recipient could be charged with trade secret theft. Nonetheless, whether it is by mistake or on purpose, the result of the loss of confidential data is the same.

Lost productivity due to inappropriate use of a firm’s email system is becoming a growing area of concern. A recent survey revealed that 86 per cent of workers used their company email to send and receive personal emails. Given that it has become very hard in our modern world to segregate people’s personal lives outside of the workday, companies struggle to find effective ways of balancing employee freedoms and corporate protection. In addition to personal emails, unwanted spam messages are a significant time waster. Spam and personal abuse of email can also cause a corporation’s email system to waste valuable bandwidth resources. A Gartner Group study held under 13,000 email users found that 90 percent receive spam at least once a week, and almost 50 percent get spammed more than 6 times a week. Personal emails cause network congestion since they are not only unnecessary, but tend to be mailed to a large list of recipients and often include large attachments such as mp3, executable or video files that users do not zip. Adopting an anti-spam system alone has not proven effective to stop spam. The combination of spam- blockers with other methods of spam control technologies such as SIDF, SPF, Bayesian Filters, Blacklists, Whitelists, Anomaly Detection, and Spam Signatures has proven to be much more effective. There are also special organizations such as the AntiSPAMLeague.org that give Internet users the chance to report those individuals and companies that are responsible of spamming. You can become a member for free and learn how to control the spam problem by visiting their website at www.antispamleague.org. For more details on how to deal with spam, read the article ‘How Can I Stop It? - The Challenging Task of Controlling Spam’.

How can a company protect itself from these threats? The first step in securing your organization is to create an email usage policy. Every company needs to establish a policy regarding use of and access to company email systems, and then tell all employees what its policy is. After you have created your email policy you must make sure it is actually implemented. This can be done by providing regular trainings and by monitoring employees’ email using some type of email security software. The email policy should be made available and easily accessible to all employees and should be included in employee handbooks and company intranets. It is best to include the email policy, or a short statement regarding the policy, in employment contracts. In this way the employee must acknowledge in writing that he/she is aware of the email policy and of the obligation to adhere to it.

What are some of the benefits of having a clear and effective email policy? First, it helps prevent email threats, since it makes your staff aware of the corporate rules and guidelines. Second, it can help stop any misconduct at an early stage by asking employees to come forward as soon as they receive an offensive email. Keeping the incidents to a minimum can help avoid legal liability. For example, in the case of Morgan Stanley, a US investment bank that faced an employee court case, the court ruled that a single email communication - a racist joke, in this case - cannot create a hostile work environment and dismissed the case against them. Third, if an incident does occur, an email policy can minimize the corporation’s liability for the employee’s actions. Previous cases have proven that the existence of an email policy can prove that the company has taken steps to prevent inappropriate use of the email system and therefore can be freed of liability. Fourth, if you are going to use email filtering software to check the contents of your employee’s emails, you must have an email policy that states this clearly. Some employees may argue that by monitoring their emails, companies are violating their privacy rights. However, court cases have shown that if the employer has warned the employee beforehand that their email might be monitored, the employer has a right to do so. People usually respond better when they know where they stand and what is expected of them.

The recent spike in the volume of spam traveling across the Internet, combined with the dangers of phishing and virus attacks that frequently accompany these messages, has forced corporations to reconsider how they determine which messages will be allowed into their network. For years, companies have addressed their email security needs through a mixture of third party software solutions designed to address specific areas of vulnerability. Today, however, this approach appears to be ineffective. New threats adapt to even the latest security technology, helping hackers and spammers stay a step ahead of most stand-alone protective measures. System administrators remain in a reactionary mode, waiting for the next attack and hoping their mixed bag of security software is up to the test.

The role of email in Sarbanes-Oxley compliance cannot be overstated. The Sarbanes-Oxley Act of 2002 and associated rules adopted by the Securities and Exchange Commission (SEC) require certain businesses to report on the effectiveness of their internal controls over financial reporting. Effective internal controls ensure information integrity by mandating the confidentiality, privacy, availability, controlled access, monitoring and reporting of corporate or customer financial information. Companies that must comply with Sarbanes-Oxley include U.S. public companies, foreign filers in U.S. markets and privately held companies with public debt. U.S. companies with market cap greater than $75M and on an accelerated (2004) filing deadline are required to comply for fiscal years ending on or after Nov. 15, 2004. All others are required to comply for fiscal years ending on or after April 15, 2005.

Because the bulk of information in most corporations is created, stored, transmitted and maintained electronically, IT departments are responsible for ensuring that sound practices, including corporate wide information security policies and enforced implementation of those policies, are in place for employees at all levels. Information security policies should govern the following items:

Most of us would agree that today email is the primary internal and external communication tool for corporations. Unfortunately, it is also one of the most exposed areas of a technology infrastructure. Email systems are critical to ensuring effective internal control over financial reporting, encryption of external messages and active policy enforcement, all essential elements of compliance. Companies must install a solution that actively enforces policy, stops offending mail both inbound and outbound and halts threats before internal controls are compromised, as opposed to passively noting violations as they occur. An effective email security solution must address all aspects of controlling access to electronically stored company financial information. Given the wide functionality of email, ensuring appropriate information access control for all of these points requires:

On a final note, some clear guidelines for a good and effective email policy include the following points: a) Emails should comply with the proper RFC protocols for email, 2) Employees should not attempt to obscure content or messages in emails, 3) Companies should post privacy policies where they can be read and understood, prior to submission of a request, 4) Employees should not send email to unverified or nonexistent email addresses, 5) Companies should offer users opportunities to opt-out of programs.

Given that developments in email and the Internet are changing so rapidly, it is essential to review the email policy at least once every quarter. Keep an eye on new developments in email and Internet law so that you are aware of any new regulations and opportunities. When you release new updates, it is preferable to have each user sign as acknowledgment of their receipt of the policy.

With all of this said, if you want to reduce electronic risks in the workplace you must take the initiative. Electronic disasters can ruin businesses, sink careers, send stock prices plummeting, and generate public relations nightmares. Do not wait for a disaster to strike; prevention is always your best defense. Visit www.AntiSpamLeague.org and they will help you develop and implement written email usage and privacy policies that clearly reflect your organization’s expected standards of electronic behavior, along with privacy and monitoring policies.

About The Author

The purpose of the Anti SPAM League is to help consumers and business owners reduce the amount of SPAM they receive. In addition, our Anti SPAM organization believes that educating site owners in the area of SPAM prevention and ways to successfully and responsibly market their sites, is key in making a difference.

mike@anti-spam-league.org

The first thing I do every morning when I wake up is head for my computer. It holds the secrets to my day. I read my e-mails from several accounts, check my schedule on my Outlook calendar and even find out how much money I can spend that day from my bank’s Web site. I’d be lost without my computer.

However, I have one huge frustration - privacy invasion. In the last three months alone I have had the privacy of my personal computer invaded in so many ways I am starting to feel like it is public property instead of my own property.

My home page has been changed without my consent. My search engine was set for Internet Explorer and was changed to some search engine I never knew existed. Hidden programs have infiltrated my computer and set it to randomly open windows to casino ads and porn sites.

My e-mail is constantly bombarded with ads from companies that claim I have "opted" into their e-mail list. As if I would waste my time asking someone to send me e-mails that are deleted as fast as they are received. Can I have a little orange juice with that spam at 6:30 in the morning?

Since I have my own server, one of my e-mail addresses is not related to any of the big name e-mail sites like Yahoo, Hotmail or America Online. But those nasty little computer geeks have even invaded that part of my privacy by using my server to send out e-mail ads. They get tons of money from the dupes who actually buy into their money-making schemes, and I get to have my account flooded by all of the undeliverable e-mail. Isn’t that just peachy?

My biggest frustration comes from the pop-up messages I receive when connected to the Internet. A friend of mine explained the technical aspects of this phenomenon to me, but I don’t care about how it happens. All I care about is that it does happen. I get pop-ups about all kinds of stuff. I have received several pop-ups inviting me to learn how to enlarge my penis. Last time I checked, I didn’t even have a penis.

I even get pop-ups telling me how to not get pop-ups. Now that is frustration to the nth degree. If I could, I’d reach through the lines that connect me to those privacy thieves and pour my orange juice all over their geeky little heads. But alas, I have no such super powers.

Is it really necessary to feel victimized in your own home at your own computer? Luckily I know someone who helped restore my computer to its original state, but that doesn’t stop the spamming or the pop-ups and it doesn’t protect me from future invasion.

Each state has its own anti-spam laws to protect people from this type of privacy invasion. Illinois passed its first law in 1999. In California, outgoing Gov. Gray Davis recently signed a bill that made a tough stand on spamming with fines from $1,000 per e-mail and up to $1 million per mass-mailing incident. However, the truth of the matter is it is very hard to catch and prosecute these privacy thieves.

How about a do-not-call list for computers? As a matter of fact, the U.S. Senate passed legislation last week that would increase penalties for spammers on a national level and would start a do-not-spam list. Anyone have a pen handy?

Although spamming is only one of the many invasions of privacy on my computer and although this new legislation has been too long in coming, I have to admit I’m quite relieved to see help is on the way. Until then, I will try to go about my daily routine without allowing those privacy thieves to get me too frustrated.

However, I do not intend to share my OJ or my toast with them - unless they like OJ as shampoo.

About the Author: Stella Ramsaroop is a western world traveler, a life-long student, a wanna-be stargazer, and an Aquarius in all its forms (if you know what that means). Her articles emphasize the importance of the continued development and protection of gender equality in all aspects of a woman’s life.

Visit Stella’s Website at http://www.newsparade.com to read her current articles and to contribute your thoughts.