Policy Patrol

Product: Policy Patrol
Developer: Red Earth Software
Release: v10 (13/11/2014)
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Anti-Spam Module

An effective anti-spam tool gives you the right balance of control and automation

You need to let legitimate messages get in and out of your network. You need to stop the spam meessages that cut away at productivity. Without the right configuration control, you can't achieve those goals.

You also need easily automated screening to avoid being overwhelmed by the volume and ever-shifting nature of spam and phishing attempts. Policy Patrol Spam Filter for Exchange and Lotus Domino was designed to strike the right balance of organizational control and automated protection. Immediate Spam Relief

Policy Patrol Spam Filter ships with a default anti-spam configuration that will start blocking spam within seconds after installation. You will easily configure your system at the Administrator level for immediate results.

Offload Administrators

Policy Patrol Spam Filter allows you to offload work from Administrators by leveraging users to manage their own spam reduction in a high benefit-to-cost manner. This adds spam “eye-witness” efficiencies to organization-wide efforts and allows Administrators to use the advanced options to optimize results.

Save bandwidth

Why download messages that are 100% sure to be spam? Policy Patrol can reject messages from senders on DNS black lists and messages without valid recipients before they are downloaded. Most other anti-spam solutions first download the entire message and then delete it. With Policy Patrol Spam Filter you can save bandwidth and processing times by simply rejecting the messages before they are even downloaded.


  1. Increase productivity and save bandwidth by blocking spam.
  2. Offload Administrators by allowing users to manage their own spam
  3. Never miss a legitimate message with the user quarantine report.
  4. Avoid wasted resources by deleting known spam and simply concentrating on suspected spam.
  5. Avoid security leaks by blocking phishing attempts.
  6. Set different spam management options according to the user's technical proficiency.
  7. Detailed tracking allows you to fine tune spam filtering according to your needs.


Known spam/suspected spam

To intelligently apply resources, Policy Patrol Spam Filter pre-classifies spam as known or suspected spam. This allows you to delete known spam and concentrate only on the suspected spam. In this way, users can simply review the suspected spam in their quarantine reports or junk mail folders, instead of sifting through a daunting list of daily spam messages that can easily exceed one hundred per user, per day.

Spam quarantine reports

With the daily (or hourly) quarantine report, users will never miss a legitimate email again. Users can quickly skim through the list of newly quarantined spam messages from within Outlook and deliver emails or white list addresses. The advantage of using the quarantine report instead of forwarding spam to the user's junk mail folder is that the user is reminded to check the quarantined messages and will quickly be able to detect and deliver any wrongly quarantined emails.

Web Manager

For users: Users can view their quarantined emails from the Policy Patrol Web Manager. They will be able to deliver and delete messages and will be able to add entries to the white list and black list. Users can also receive a daily quarantine report via email that includes a list of all the newly quarantined emails.

For Administrators: Administrators can access quarantined spam messages from the Policy Patrol Administration console or from the Policy Patrol Web manager. Messages can be released or deleted and white lists and black lists can be updated via the web console.

Quarantine, delete, add tag or header

Policy Patrol Spam Filter can reject (i.e. not download messages that are listed on real-time black lists or do not have valid recipients), quarantine (i.e. place spam messages on hold on the server), delay, delete, add a custom header or add a tag to the subject of spam messages.

Forward to junk mail folder

If you have Exchange 2007, Exchange 2003, Exchange 2000 or Exchange 5.5, Policy Patrol can automatically forward spam to the individual user's junk mail folder. If you do not have Exchange Server you can configure Policy Patrol to add a header to spam messages and set up a rule in Outlook that places these messages in a 'Spam' folder for the user to review. Policy Patrol Spam Filter can also forward spam messages to a public folder.

Anti-spam reports

Policy Patrol Spam Filter includes several anti-spam reports providing an overview of the number of spam messages received, the top spam domains, spam senders and spam receivers, DNSBL and SURBL lists results and much more. Anti-spam reports can be automatically generated and emailed to specified users.

Detailed tracking

For every message, Policy Patrol Spam Filter displays an anti-spam report that shows the results of each anti-spam check performed (including words and their score if appropriate). This allows you to adjust your filters and conditions according to your specific requirements.

Anti-spam techniques

Policy Patrol Spam Filter uses a multi-layered approach to block and filter spam messages, utilizing a combination of different anti-spam techniques:

Gray listing

Policy Patrol Spam Filter now includes a new method for blocking spam and viruses. Most spammers use spamming applications that do not resend mails if they bounce, whereas legitimate mail servers automatically resend a message if it bounces. This means that by initially rejecting messages from new senders for approximately 2-3 minutes, legitimate emails will still be delivered and non-legitimate emails will not get through. Messages from senders on the white list will be delivered without any delays. This method can also be used to block virus outbreaks since virus infected machines typically use a non-intelligent SMTP agent that does not resend messages when they bounce.

Bayesian filtering

Policy Patrol Spam Filter uses Bayesian filtering to statistically analyze email content in order to determine whether the message is legitimate or spam. By comparing the contents of an email message with words in a legitimate and spam database, Policy Patrol Spam Filter calculates the probability that a message is spam. Policy Patrol Spam Filter includes automatic email learning to keep the filters up to date.

Real-time blacklists (RBL)

By checking sender IP addresses on real-time blacklists, Policy Patrol Spam Filter can stop spam from entering your mail server, thus saving the bandwidth used to download the messages. Each list can be handled differently by Policy Patrol Spam Filter, for instance you can reject all messages from known spammers lists, but quarantine messages from an open relay list (these lists are more likely to contain false positives since some genuine customers might not be aware that their mail server is being used for relaying).

Spam URL Realtime Block Lists (SURBL)

As opposed to RBL lists that include sender IP addresses and domains, SURBL lists are used to check URLs contained in the body of email messages. Even if spammers try to bypass existing heuristic and Bayesian filters by replacing text with images or including minimal text, they will still need to include a URL to be contacted on. Therefore checking the URLs against a list of known spam domains provides an important additional layer of protection and can be successful where other filtering methods fail. SURBL lists require zero administration, are constantly updated and fine-tuned and most of them are free to use. SURBL Lists also provide specific protection against the growing problem of phishing since they include URLs of known phishing sources.

Header checking

Policy Patrol Spam Filter analyzes message headers for spam characteristics using a sophisticated weighting system. Each spam characteristic is given a score according to the certainty with which it indicates spam. When the total score reaches the message threshold, the message is considered as spam. New spam characteristics are automatically added when they become available (see regular anti-spam updates).

Keyword filtering

Policy Patrol Spam Filter offers sophisticated keyword filtering using case sensitivity and word scores, allowing you to combine word scores found in the subject and body of a message to trigger a rule. Furthermore Policy Patrol Spam Filter includes word pattern matching enabling the program to find variations of words with one single regular expression. The product ships with sample anti-spam filters with frequently used spam words and phrases (including regular expressions) which can be used to block unwanted messages. Since Policy Patrol Spam Filter removes all HTML tags before checking the email text, the product is capable of successfully stopping spammers who try to circumvent spam filters by placing HTML comment tags within the text.

Block IP addresses

Policy Patrol Spam Filter can be configured to block certain IP addresses or IP address ranges known to be spam senders.

Check language character sets

Policy Patrol Spam Filter can block mails that use certain character sets, for instance Chinese or Korean character sets.

White lists and black lists

Policy Patrol Spam Filter allows you to manually add email addresses or domains to white lists and blacklists and can also automatically add entries to these lists. For instance Policy Patrol Spam Filter can automatically add all recipients of outgoing mails to your white list. Users and Administrators can also update white lists and blacklists from the quarantine report or via the Web interface.

Challenge & response

Policy Patrol Spam Filter includes an advanced anti-spam challenge/response system, allowing you to configure when a challenge/response request should be sent. For instance you can configure Policy Patrol Spam Filter to only send a challenge/response message if there is reason to suspect spam. The sender will be able to verify the message through a website, upon which the message will automatically be delivered.

Address verification

Policy Patrol Spam Filter uses recipient verification to block any incoming email that does not contain a valid recipient. If the recipient is not found in the Active Directory/Exchange 5.5 or Lotus Domino directory, the message is rejected (i.e. not downloaded), therefore saving bandwidth. Policy Patrol Spam Filter can also block address harvesting attempts by dropping a connection when more than x number of invalid recipients are detected.

Sender Policy Framework (SPF)

The Sender Policy Framework (SPF) allows you to verify whether the sender is actually who they say they are. This means that by using SPF, Policy Patrol Spam Filter can block spoofed emails and thwart phishing attempts.

POP3 Downloader

Policy Patrol Spam Filter includes a POP3 downloader that allows you to download POP3 emails and forward these to Exchange Server. Policy Patrol Spam Filter will also check these emails for spam.

Regular anti-spam updates

Policy Patrol Spam Filter includes a default configuration that stops spam right out of the box. Regular anti-spam updates are automatically applied.