The district administration (DA) offers a broad range of services online. The website provides citizens with the option of contacting the authority’s staff directly via email. This became increasingly difficult due to the explosive increase in the amount of spam at the DA.
According to the IT manager of the DA, the filter methods of their Microsoft Exchange email platform were no longer able to cope with the mass of spam. The inspection of the subject line and the text per word list were not efficient. The DA staff complained with increasing frequency that important messages were incorrectly filtered out as false positives.
In addition, the platform permitted potentially dangerous email attachments, such as executable files, to pass through without being inspected. There was also no possibility of storing emails suspected of being spam in a separate database until the recipient could finally evaluate them.
Moreover, the virus scanner was not up to date to the nearest hour and could not be set finely enough. The fact that three persons from different areas were responsible for the email administration also proved to be no longer appropriate. A new administrative structure for the email traffic was needed: It had the task to balance the functional deficits of the messaging environment in the DA, and it had to be able to administer them centrally via a single interface.