1. Global Email Management System
August 2010

2. What is Global Email Management?
A Web-based Service
A system that prevents unsolicited commercial (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 E- list from user Suppressed & Invaled Email
Addresses From:
Global
Management
System
DMA or
DMA & Global
Cleansing
Cleansed e-list
From:
Global Management
System
DMA or
DMA & Global
Cleansing System
E- list
from
user
Authorized Personnel Only =
Through Admin.
- Add/Remove Suppressions
- DB Synchronization with
Global Management System
MRM
Select Cleansing DB:
1.Global Management
2. DMA
3. DMA & Global Cleansing
CRM
Secure
FTP
Others
Transmission
Direct Marketing Association
(DMA)
All Geos
Global e-Suppression DB

5. Global Email Management System sources of suppression data
These source systems – CAN update Global Cleansing on a weekly basis, most of them via secure FTP transmission.
Direct
Marketing Association
(DMA)
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 , the Cisco employee or their agent (for example, third party lists vendors, business partners) must screen the prospective recipient list against the Global 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 Systems Benefits
Global Management System is a simple and easy way to ensure that campaigns do not include suppressed addresses.
Executing these few extra steps will provide you and your team with an additional layer of accuracy that ensures customer satisfaction and quality addresses.
Global 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 address per record and must follow this format:
The 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 address (i.e., customer number, address, etc.) may be added after the first field/cell and it will be ignored by the Global 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 list
A suppressed and invalid list
Notification for pick-up is sent via .

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
address
Date (mm/dd/yyyy)
Source
Value
02/07/2001
MSM No
First time in Management System
As of 04/15/2002, due to a CRM update, this address is no longer suppressed. This is the new value that is synchronized across the environment.
address
Date (mm/dd/yyyy)
Source
Value
04/15/2002
CRM
Yes
address
Date (mm/dd/yyyy)
Source
Value
07/14/2003
Learning No
In an interaction with MSM the 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 address remains suppressed.
address
Date (mm/dd/yyyy)
Source
Value
05/02/2003
xxx
Yes
MSM update shows, once again, a suppression update. Global Management System will keep the address suppressed and will update the suppression date to 06/02/2004.
address
Date (mm/dd/yyyy)
Source
Value
06/02/2004
MSM No
address
Date (mm/dd/yyyy)
Source
Value
09/08/2004
xxx
Yes
A XXX update send a permission for this address. This mean that as of 09/08/2004, the new status is consent.

11. Open Internet Browser…
Open your Internet Browser.
Go to:

12. Create a New User Profile…
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 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 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 Management System application.

19. Enter File Name…
Global 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 and select option “Pick Up Files” to download output
Thanks you for using the Global Management System
Within 24 hours you will receive an informing you that your file is ready to be picked up. Click the active link to go to the Global Management System Main Menu, or go to 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 delivery service provider.
“Purged” file contains:
“Suppressed” addresses (found in the Global Management System) should not be used.
“Rejected” addresses (not a real 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