Global Email Management System

1. Global Email Management System August 2010

2. What is Global Email Management? • A Web-based Service • A system that prevents unsolicited commercial e-mail (UCE) from going to individuals who have requested NOT to receive UCE from Cisco

3. Global Email Management Security • Uses 40-bit SSL Security Protocol • Data encryption • Server authentication • Message integrity • Optional client authentication for TCP/IP connection • Global Suppression database • All processes are internal • Not shared, visible or released to anyone

4. How It Works • Suppressed & • Invaled Email • Addresses From: • Global • Management • System • DMA or • DMA & Global • Cleansing • System • Cleansed e-list • From: • Global Management • System • DMA or • DMA & Global • Cleansing System E- list from user Authorized Personnel Only = www.ciscoe-messagingcontrol.com Through Admin. - Add/Remove Suppressions - DB Synchronization with Global Email Management System MRM Select Cleansing DB: 1.Global Email Management 2. DMA 3. DMA & Global Email Cleansing CRM Secure FTP Transmission Others Direct Marketing Association (DMA) All Geos Global e-Suppression DB

5. Direct Marketing Association (DMA) Global Email Management System sources of suppression data • These source systems – CAN update Global Email Cleansing on a weekly basis, most of them via secure FTP transmission. Global Global e-Suppression e-Suppression Db SalesForce.Com Learning Group WW Channels team AP/NA/EMEA/LA Others...

6. Who Must Use Global Email Management? • All internal Cisco Marketers and their agents or any Cisco employee sending UCE to any individual. • To honor individual requests and to meet customers expectations, before sending a marketing or other commercial e-mail, the Cisco employee or their agent (for example, third party lists vendors, business partners) must screen the prospective recipient list against the Global Email Management System.

7. Why am I required to use Global Email Management? • Cisco’s privacy standard to suppress sending UCE to individuals that have expressly requested NOT to receive such messages from Cisco. • Marketers have the responsibility to protect and safeguard the wishes of customers and prospects.

8. Global Email Management SystemsBenefits • Global Email Management System is a simple and easy way to ensure that e-mail campaigns do not include suppressed e-mail addresses. • Executing these few extra steps will provide you and your team with an additional layer of accuracy that ensures customer satisfaction and quality e-mail addresses. • Global Email Management helps build customer confidence and trust in Cisco.

9. How does It work? • File creation rules • ASCII file, with a “.txt” extension • The file created must contain only one e-mail address per record and must follow this format: • The e-mail address must be entered in the first field (or cell). This field must have a width of 100 characters. • Any other information pertinent to this e-mail address (i.e., customer number, address, etc.) may be added after the first field/cell and it will be ignored by the Global Email Management System screening process. • File names may not be re-used for a period of 10 business days. • Lists are returned separated into two files: • A cleaned, useable e-mail list • A suppressed and invalid e-mail list • Notification for pick-up is sent via e-mail.

10. Global Email Management System uses simple, date based, logic. When two records are compared the rule is, the most recent customer provided value wins First time in Email Management System As of 04/15/2002, due to a CRM update, this e-mail address is no longer suppressed. This is the new value that is synchronized across the environment. In an interaction with MSM the e-mail becomes suppressed on 07/14/2003. An update from XXX shows a Yes (consent value). However, the date precedes the most current suppression date. Therefore, the e-mail address remains suppressed. MSM update shows, once again, a suppression update. Global Email Management System will keep the e-mail address suppressed and will update the suppression date to 06/02/2004. A XXX update send a permission for this e-mail address. This mean that as of 09/08/2004, the new e-mail status is consent.

11. Open Internet Browser… • Open your Internet Browser. • Go to: https://www.ciscoe-messagingcontrol.com.

12. Create a New User Profile… https://www.ciscoe-messagingcontrol.com/optout/index.jsp • Click the word “here” at the end of the sentence to set up your user profile.

13. Provide User Profile Information… 4. When the Global Email Management System User Profile screen is displayed, complete ALL fields.

14. Provide User Profile Information… One or both of these options may be selected. Cisco may process your data in the manner indicated above • You may opt to complete one or both of the Notice & Choice statements. • Finish filling in the login information. • Click “Request New Profile”.

15. Log in to the Global E-mail Cleansing Service… • Enter your “Username”. • Enter your “Password”. • Click “Submit Information”.

16. Start the Cleansing Process… 1. Select the Clean Files option.

17. Enter File Name… • Enter file name (case sensitive) or locate the file by clicking on “Browse”. • Select the correct file encoding set from the drop-down list. • Global Email Management System is Unicode Enabled, which means that it can handle double-byte characters. • To determine your file encoding set, click the word “here” in this sentence.

18. Chose File Encoding Set… • Your encoding set is revealed in a new dialog box. • Using the code you were given, select the correct encoding set in the Global Email Management System application.

19. Enter File Name… Global Email Cleansing System Both • Specify a database by selecting the corresponding radio button. • Click “Upload File”.

20. Enter File Name… • Specify a database by selecting the corresponding radio button. • Click “Upload File”.

21. Click Browse… File Upload… • If you select “Browse…”, the “Choose File” box will appear. • Select the directory where the file is stored. • Change the “Files of Type” to “All Files (*.*)”. • Select the file to be uploaded. • Click “Open”.

22. Enter File Name… 5. Click the “Upload File” button.

23. Confirmation Message… 6. You receive a Confirmation Message.

24. Pickup Message from GEMS Dear Theresa, Your file DEMO_CISCO_LIST.TXT sent for Cleansing is ready to be picked up as DEMO_CISCO_LIST_C_.TXT and DEMO_CISCO_LIST_P_.TXT Here are some statistics for the files cleansed: Total Records Processed: 1000 Total Records Returned Cleanses: 959 Total Records Purged suppressed/rejected: 41 Please loin to your id at http://www.ciscoe-messagingcontrol.com and select option “Pick Up Files” to download output Thanks you for using the Global Email Management System Within 24 hours you will receive an e-mail informing you that your file is ready to be picked up. Click the active link to go to the Global Email Management System Main Menu, or go to https://www.ciscoe-messagingcontrol.com. Login using your userid and password.

25. Pick Up Files… 1. Select the Pick Up Files option.

26. Files Available for Viewing… Demo_Cisco_List P_.txt Demo_Cisco_List 1_P.txt Click the link to view the file on-line.

27. Status of Files Processed… • ALL of the files processed and completed within the past 5 days are displayed. • When a “C” is added to the file name, the file is a “Cleansed” or “Clean” file. • When a “P” is added to the file name, the file is a “Purge” file. This file contains your “Suppressed” and “Rejected” records.

28. Save File… • Right-click the file name. • From the drop-down menu, click “Save Target As…”. • Select the directory to save the file • Click Save

29. Save File… • Right-click the file name. • From the drop-down menu, click “Save Target As…”. • Select the directory to save the file • Click Save

30. View Email Addresses On-line…

31. Now that I’ve finished, what do I do with the files? • Send “Cleansed” file to e-mail delivery service provider. • “Purged” file contains: • “Suppressed” e-mail addresses (found in the Global Email Management System) should not be used. • “Rejected” e-mail addresses (not a real e-mail address) should not be used. If possible and if the problems are easily identifiable, these records should be fixed in the source system. • Be sure to delete all locally saved copies to avoid confusion.

32. Thank You September 2008