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Case Study: Core Paper

The Challenge:

1. Core Paper was actively searching for an Email Hosting Managed Service Provider (MSP) to manage their emails. Previously they were using Google for Business, however, there were many issues with long Microsoft Outlook sync times that drastically slowed down their business operations.
2. Some of the challenges that needed to be addressed were the ability to drastically speed up the time that emails were being processed by the SMTP server, cut down on spam received, and effectively setup and manage email marketing campaigns.
3. Core Paper needed a solution that would not disrupt existing email services as well as maintain their existing emails so employees could better respond to product bids.
4. In addition to the above, the company wanted a way to know if their emails are being opened and read by the intended recipients.
5. After consulting with many local MSP’s and being reluctant to pay such high costs, they decided to try running their own email server and gave Xeams a try.

The Solution

In February of 2022, Core Paper purchased Xeams from Synametrics Technologies. Xeams is a secure and powerful mail server for Windows, Linux, Solaris, MacOSX and other flavors of UNIX, and supports SMTP, POP3, and IMAP. Xeams includes a powerful spam filtering engine that eliminates up to 99% of junk email right out of the box. The software offers a flexible approach to email, making it a very user friendly server. Core Paper purchased a pack of 20 enterprise licenses to account for their employees and company managed email accounts. Although the employees at Core Paper were not familiar with how to run their own SMTP server, Synametrics support staff helped to quickly setup their environment and show them how to manage it. Core Paper was easily able to transition to using Xeams as their Email Server without disrupting any of its day-to-day functions.

Instantaneously, the employees at Core Paper were beyond impressed with the solution. Sending and receiving of emails went from taking Fifteen to sometimes Thirty minutes, to seconds. In addition to that, within the first day alone, the amount of spam received by their employees dropped to almost none. They have also taken advantage of Xeams’ many plugins to help track how many of their marketing emails were opened, and were presented with findings that allowed them to overhaul how they market their emails and who they send them to.

Brokers in all sectors, not just paper, depend upon their email communication to perform virtually all of their business operations. Without a reliable and fast email server to handle this, they are effectively leaving money on the table. If their vendors and clients do not receive their emails, they need to be notified as soon as possible in order to ensure that supply bids and inventory alerts are seen.

With Xeams, core paper saved thousands of dollars a year by running their own email server rather than paying an MSP to do it for them. They were also able to immediately use Xeams to find issues with email recipients, cut down on spam, and track marketing campaigns.

Here are some benefits Xeams provides:

1. Xeams can be used as an email firewall in front of another server, such as MS Exchange, or as a full email server requiring no other software to process emails.
2. Use Xeams in front of your Office 365 infrastructure to gain additional filtering, reporting and archiving capabilities that you don't get with Office 365 alone.
3. Xeams can block 99% percent of all junk messages right out of the box. The filtering rules are fully customizable and get better as Xeams adapts to your email environment.
4. IMAP and POP3 servers built right into the system to easily fetch emails from an email repository to a client's machine.
5. Out of the box, Xeams provides several reports that accurately report the usage and load trends on your server. The Live Monitoring feature in Xeams provides a summary of emails as they arrive in your system.
6. Xeams automatically archives every message that goes through it - both inbound and outbound. This makes Xeams a perfect companion to servers like Microsoft Exchange when it comes to message archiving.
7. Protect sensitive data by encrypting email that cannot be viewed by anyone but the intended recipient(s).
8. The ability to stay compliant with many government regulations. For example, HIPAA, GLBA, CFPB, FERPA, Sarbanes-Oxley, Safe Harbor, etc.
9. Xeams uses many technologies that are considered best practices in the industry such as STARTTLS, SPF, DKIM, DMARC and others.
10. A variety of plugins that allow you to get information such as click-through, and to know if your emails are being read that would otherwise never be provided to you.

The Bottom Line

Core Paper is so thrilled with their switch to Xeams, that they want to spread the word to other small businesses about the benefits of running a cost-effective and powerful email server.

Gene Cohen, President of Core Paper, says “Xeams has so drastically improved our business operations in a way that I never could have imagined. We were able to find many of our contacts were no longer with their respective companies and instantly were able to rectify our contacts. The speed at which Xeams functions has removed every single employee's frustration with our previous email solutions – and the fact that we can now see if our bids and inventory alerts are being seen adds a level of peace of mind that we haven’t had before.”

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