I was recently asked about some general steps to ensure an organization’s email server is “clean.” Here is the advice for doing this (forward to your technical contacts).

  1. Use a service to check and monitor your email server’s reputation. A good example is MXToolBox.com:
    You can sign up for a free monitoring service (2 hosts for free) to monitor your server for being placed on a blacklist. It gets checked daily, and they send you an email if you server’s blacklist status has changed.
  2. Make sure you have “SPF Records” defined for your domain. This proactive tool allows an organization to state explicitly what servers will be sending email for its domain.
  3. Make sure your have special email accounts defined:
  4. If you have listserves or send a fair amount of email (especially marketing content), you may want to create an account with http://www.emailreg.org, but there is a small annual fee for their service. I found it particularly useful when an email server was blocked by the “Barracuda anti-spam service”.