[Gmail Tip] Gmail for my record management.

The key to the record is the time record. When checking the authenticity of digital documents, it has very important meanings such as writing diaries, writing minutes, exchanging data with partners, writing documents, and recording time (timestamps). If I submit evidence to the prosecution or court, can I submit data stored in Evernote, Dropbox, Google Drive, My Laptop's storage, Company File Server, etc. as evidence?

Among the digital materials, materials that can be effective as legal proofs are called e-mails. The reason is that the time (timestamp) information recorded when sending and receiving e-mail is considered to be unmodifiable, and it is because you have important time information to check the point.

That's why large businesses doing global businesses want to manage and store all the email content they send and receive with their corporate e-mail archiving solutions (called eDiscovery solutions) at a high price.

Individual or general SMBs do not need to pay extra attention to these costs. All of these problems can be solved if you use only existing e-mail, which is a private company or an ordinary company.

Most importantly, in order to use the tools for recording, you must make sure that the storage is ready for point-of-view confirmation (with the creation time recorded), no matter what tool you use for your record-writing tools. The email system may be recognized as being unable to be modified or altered in the future. So, if possible, I would advise you to log in using Gmail.

The best way to recommend is to use Gmail as much as you can, In addition to email, Gmail is a useful tool for recording. You can choose one of three Gmail (15 gigabytes for free Gmail, 30GB for Google Workspace Starter, Google Workspace Business/Enterprise or Google Workspace for Education). I think it's enough to have one with Gmail as a recording tool.

In addition to simply sending and receiving emails, Gmail has the ability to save all kinds of records (journals, diaries, ideas, book readings, minutes, receipts, paper documents scanned with smartphones, attachments, etc.). I'm using Gmail of Google Workspace Enterprise. This Google Workspace Enterprise' version includes built-in eDiscovery solution, Google Vault, so that employees who accidentally delete emails will not be deleted in Vault, which deliberately deleted sensitive mail. (These data are effective as evidence.)

Jonathan Rosenberg, vice president of product development at Google, is scanning his passport, health insurance card, and emailing himself with his email address and storing it in Gmail. This way, you can use Gmail for recording and saving because you can search anytime, anywhere, on any device.

The introduction was too long. Learn how to use Gmail to record and auto-categorize, tag, and search.

To manage your records, Send all of your content (all the data you want to record) to your email address. The way Google's vice president, Jonathan Rosenberg, mentioned above, uses mainly. Scan your passport and send it as an attachment to you by email.

At this time, you can use various features of Gmail, such as 'Tagging', 'Auto Classification', 'Labeling/Filter', 'Search', 'Auto Forward', 'Save to Attached Document Drive' and 'Apply e-Discovery'.

1.    How to insert a tag into an email address.

• I use Google's Keep as a memo app on my smartphone, and then I keep my records (idea memo, diary, diary, brief customer memo). In order to preserve the long-term record for timestamp to check recorded date in future, the Google Keep note will be sent to ‘hsikchoii+idea@gmail.com’. That is, my email address is 'hsikchoi@gmail.com' but the address of the recipient can be 'hsikchoi+idea@gmail.com'.
• In the email address scheme, even if you send mail to 'hsikchoi+idea@ gmail.com' in the recipient address, the recipient address of the email content will be displayed as 'hsikchoi+idea@gmail.com' and all characters after the '+' will be ignored. So, even if you send like 'hsikchoi+idea+customer@gmail.com', your email system will be recognized as 'hsikchoi@gmail.com'.
• After capturing a paper receipt on your smartphone (no matter what app you use for capturing), send it to your email address (eg ‘hsikchoi+receipt@gmail.com). Gmail saves it for your records in the label - Receipt.
• If you search later in Gmail, you can easily search for all messages tagged with "+receipt" by searching for "To: receipts" in the search box.

2.    How to automatically label incoming email

• In Gmail, you can automatically sort all incoming messages by "label" and "filter," so you can color-categorize any desired "label."
• Messages received at 'hsikchoi+idea @gmail.com' will automatically be given a label 'idea' and saved.
• From the image below
1. (1) shows the labels created for my Record Management
2. (2) shows the labels automatically assigned with the 'Filter' function
3. (3) is a thread function as a conversation mode  only in Gmail. If you want to send additional mail about the recorded mail or write supplementary information, if you reply to the mail, it is automatically bundled into a thread and stored as a single mail. Shows the number of messages that are bundled.
4. The symbol shown in (4) is an indication that the e-mail address is the only person who is the only recipient.
5. (5). For example, if you send a message to the recipient address: "charly.choi+idea@charlychoi.com, you'll automatically be given the label " Idea". You can also apply the filter internally to allow it to be automatically saved in the label -  Idea.

3.    Search for labels and search for tags

   In Gmail, you can search for 'label:idea' in the search box via the label search. Messages can be searched tagged with '+' in recipient address search in 'To: idea' in search box

Summary

   

The reason you should use the email system as Record Management Tool for your records is due to the effect of logging time stamps on your email.

Tools that can later arbitrarily modify the time of the generated record are not suitable as a recording tool.

In Gmail, labels, tags, and filters make it easy to manage incoming messages. It is advisable to use Gmail for Record Management, but you can use any tool for recording.

Not many systems will be able to send, store, and retrieve mail regardless of location, time, or device. I strongly recommend that you manage all record with a single Gmail account rather than using a variety of tools to manage all your records.

 

[Compare Google Spreadsheet Functions vs. Excel Functions in details]

Google Spreadsheets has been updated dramatically. More features will be updated in the future.

I compared how Excel spreadsheet is compatible with Excel, how many functions it provides, and how many types of functions.

The total number of functions provided by MS Excel is 504 (as of July 2022). (Refer to Microsoft site.)

The total number of functions provided by Spreadsheet is 494. (Refer to Google Site)

Please refer here for the one-by-one comparison of each function and the detailed analysis of function definition and explanation. In this sheet, I have compared the functions in this sheet as shown below.

What I felt when creating this analysis was that Google Spreadsheets now offers nearly all the important features, although it is not 100% identical to MS Excel. Google recently added a macro feature to Google Spreadsheets. This means that it offers almost all of the features that MS Excel has.

I know that MS Excel is different from the function of online office 365 and the function of installed Excel. In other words, browser-based online Excel has functional limitations compared to installed Excel. Google Spreadsheets, on the other hand, is 100% cloud-based and has the advantage of being immediately available with a browser and is also free.

See here for a detailed comparison of Google Spreadsheet functions and Excel functions.

[Google Workspace Enterprise] 4 Major Features for Enhanced Security

Google Workpsace Enterprise version is different from Google Workpsace Business Starter and Google Workpsace Business Plus version. If a company is considering enhancing security especially when applying Google Workpsace Enterprise it is necessary to review Google Workpsace Enterprise because of the following four key features for security.

In order to maximize the efficiency of business, the company needs to activate collaboration, prevent important internal data leakage, protect customers' personal information, and use various security systems to safeguard intellectual property from various malware, phishing attempts and malicious viruses.

To further enhance security, IT systems need to be accessible only from a trusted network (for example, a company's internal network), and administrators should be able to access computers that are not registered.

There are a variety of 3rd party solutions to address these security issues. However, the additional cost of introducing can be inconvenient.

Google Workpsace Enterprise offers a variety of services to safeguard against the various security threats mentioned above at no additional cost.

Google Workpsace Enterprise has four more security enhancements.

1. Context Aware Access:

• Administrator can register your company's computer as a trusted device, make sure that unregistered computers do not have access to the Google Workpsace service, and use the Google Workpsace apps (Gmail, Drive, Calendar, Google Keep).

2. Security sandbox for Gmail 

• Malicious behavior is fundamentally blocked by "running" previously unknown malware in a secure sandbox environment and analyzing the side effects of the operating system.

3. Data Loss Prevention

• Gmail DLP and Drive DLP are designed to prevent people from accidentally or deliberately sending confidential company data or personal data that they should not leak by e-mail or external sharing, To provide monitoring and censorship capabilities.

4. Security Investigation tool

• When a large number of malicious e-mail, spam, and phishing e-mails are delivered to a large number of users from outside, administrators can now delete messages already sent to users and mark them as spam There is a need to do.
• Access Gmail log data to find and delete malicious emails, mark emails as spam or phishing, and send emails to users' inboxes.
• Access drive log data to investigate the sharing of files in your organization, creation and deletion of documents, and users who have accessed documents.

New Advanced Chrome Device Management (Book) - Chrome Enterprise/Education Upgrade

In 2017, I published a book through Amazon titled “Advanced Chrome Device Management”. Many thanks to you for purchasing this book.

Google has been selling to schools and businesses under the name ‘Chrome Device Management license’ since 2017.

Google began strengthening its Chrome business in 2019. Google has launched a product called Chrome Enterprise. This Chrome Enterprise includes Chrome browser, Chrome OS, Chromebook, and Chrome Device management.

Beginning in 2020, Chrome Device Management License name has been changed to Chrome Enterprise Upgrade for businesses and Chrome Education Upgrade for education.

Since publishing the Advanced Chrome Device Management book in 2017, Google has changed its name and updated many of its internal features. This led to the need to publish new book to reflect these updates.

In this book, I easily organized the Chrome Enterprise Help documentation provided by Google regarding Chrome Device Management and made it easy to set up and manage what users actually need through ten workshops as described below.

How to manage Users & Browser

• Workshop 1:How to change User’s Avatar
• Workshop 2:How to disable to show ‘Home’ button of the browser.
• Workshop 3:How to block URLs
• Workshop 4:How to allow users to sign-in only to specific G Suite domains.
• Workshop 5:How to force install Android apps in Google Play Store

  How to manage Chrome Devices

• Workshop 6: How to disable guest mode and restrict sign-in to a list of users.

  How to manage Managed guest session and kiosk settings

• Workshop 7: How to set up your Chromebook as a Public PC
• Workshop 8: How to use Chromebook for student assessments using a single Kiosk app
• Workshop 9: How to create Digital Signage System for In-house Promotion

Workshop 10: How to set locked mode for quizzes

 
I'm a Google Certified Chrome Expert who is committed to teaching, consulting, and selling G Suite for Business, Chrome Device Management licenses, and G Suite for Education. Based on my experience, I've updated this book to make it possible for many businesses and schools to use Chromebook in the future.

Amazon Published -  https://amzn.to/39vGDXM

How to reduce ransomware damage in Google Workspace

How to reduce ransomware damage in Google Workspace

Index

• Ransomware infection path and severity 2
• Typical prescriptions from Ransomware solution providers 2
• Using Google Workpsace for Ransomware Prevention 4

How to set up the Google Workpsace administrator to prevent Ransomware damage in the enterprise 5

What the Google Workspace administrator should do 5

First, how to control attachments received by email in organizational and individual units (administrators) 5

Second, Google Drive  Sync app usage control (admin) 9

Third, Google Workspace Business Team Drive Authorization Control (Administrator) 11

What the normal user should do 14

Back up my computer with the new Google Drive Backup & Sync app 14

How to use the new Google Drive backup and sync app 15

• How to restore the previous version when you delete or change the original file 16
• What to do if the Google Worksace user is infected with Ransomware 19

Ransomware infection route and severity

Ransomware has been infected by opening e-mail attachments or visiting suspicious websites. However, it is known that it is infected even if only Internet connection is used by using security weakness of MS Windows OS recently.

According to the security industry, the main culprit is the "WannaCry," which began circulating around Europe on December 12 (local time). Warner Cry is a variant of Ransomware known as WannaCrypt, which infects computers by exploiting security vulnerabilities in Microsoft's Windows operating system.

Key files in the infected computer are encrypted and can no longer be opened by the user. The attacker requires $ 300 as a condition for passing the encryption key and doubles the price if he does not pay the ransom within three days. The attacker threatens to permanently delete the encrypted file if he does not pay the ransom for seven days.

WarnerCry was able to spread around the globe in the first place because it would automatically be infected by running email attachments or visiting certain Web sites, unlike traditional Ransomware, even if they were only connected to the Internet. WarnerCry also has a worm feature that uses Windows Server Msessage Block (SMB), a file-sharing network feature of Windows, to infect not only that computer but also other computers connected to the network.

Because of this situation, there is no way to avoid infection with Ransomware, so its severity is higher than expected.

Typical prescriptions from Ransomware solution providers

A security vendor supplying a vaccine does not offer a specific solution for files already infected with Ransomware (files encrypted by Ransomware). However, in order to minimize infection in advance, four guidelines are suggested.

• Spamming Email Attention
  
• Back up important files
  
• Set "Read Only" for important documents
  
• Maintain the latest security patch of MS Windows OS
  

In other words, the point of this rule is that one of the Ransomware infection route is received through e-mail, and if you get infected, you should make the original backup to the safe store so that you can restore the original.  

Security solution vendors are pushing the introduction of a spam processing e-mail system that prevents spam in addition to existing e-mail systems. Storage or backup solution vendors are promoting the need for backup devices to back up important files.

It is an important document, but it is not uncomfortable to set it as 'read only' as it should be edited frequently. In some cases, document management solution providers may encourage the introduction of expensive document management systems that can be centrally controlled, while important documents are managed with appropriate security regulations.

MS Windows OS security patches are made from time to time. However, since malware hackers who create Ransomware are always exploiting Windows OS vulnerabilities, OS security patches are not a fundamental solution.

Full Content Download - PDF

[What is the Macro Feature in Google Spreadsheets?] Automating tasks with Macro Feature

In fact, it is doubtful how many users of Excel are using the macro function properly (there are many users who do not know what macro function actually is) I had a question about whether I had it.

I am pleased to inform you that Google has finally begun offering macros in Google Sheets.

In Google Help, "Automate tasks in Google Sheets, You can save time by automating repetitive tasks with macros." .

https://support.google.com/docs/answer/7665004?co=GENIE.Platform%3DDesktop&hl=en

As mentioned in this help, taking advantage of the macro features is very useful if you need to work over and over again. In other words, you can automate the recording of a single task (macro recording), and then reuse the recorded function in the next iteration. Macro recording automatically creates and saves the script program automatically from inside. You can modify this script later.

For example, if you need to have a Sales Report every quarter, and you apply the same job to the report sheet every quarter, you can simply use the macro to play back the macro recordings from the next quarter without repetition. See YouTube below ..

Differences between User and Device settings and Key settings for Chrome Enterprise Upgrade (CEU)

Key settings for Chrome Enterprise Upgrade (former, Chrome Device Management)

There are more than 400+ policies that can be set through Chrome Device Management. There are five categories of settings: User Settings, Network Settings, Device Settings, Managed Guest Session Settings, and Kiosk Settings.

There are Chromebooks available for you to install and use the Google Play Store. "Google Play Store settings" has been added to Chrome Device Management for these Chromebooks. Your domain’s administrator can enable Play Store and Android Apps to be managed through the Admin Console.

One of the key elements of Chrome Device Management is setting Chrome Device to Managed Guest Sessions, Kiosk Settings, and Single App Kiosk Mode.

Many users can share chrome Devices. For example, it can be used publicly, such as a business center PC, a PC for book searching in a bookstore or a library, or a public PC used by several production workers at a production factory for business purposes. Within Chrome Device Management, you can set this up as a public session in the Managed Guest session settings.

A single app Kiosk setting only allows you to run a single app that you specify, and this app will only work in full-screen mode. Other apps cannot run in this mode.

Typically, the most important of the administrative settings in a business or a school will be user settings and device settings. Public sessions and Kiosk mode settings are optional depending on your Chromebook usage. 

Differences between user and device settings

· User policies apply regardless of which devices are logged in

oTargeted users in the domain through the Admin Console.

oControl your Chrome browser environment

§ Allowed apps and extension controls

§ Force apps and extensions to install

§ Chrome Web Store Permission Limitations

§ Browser environment control - Incognito mode, history, ad hoc mode, safe browsing, malicious sites, remote access client allowed

§ Proxy settings

§ Control the use of screenshots, block and allow access URLs

§ Print control etc.

oOrganizations that use  Google Workspace or Google Workspace for Education users can manage policies in the Google Workspace Admin console.

oCompanies and schools that do not use Google Apps must acquire and manage Chrome Device Management Console licenses.

· Device policies are to control and manage devices regardless of who logs in.

oControl who can log in, how to update, etc.

oControl how users operate the device rather than what they use on the device

§ Device registration and access

§ Allow Guest Mode, Login Restrictions (Use only specified users), SSO,

§ Chrome OS auto-update control, distribution channel control

§ Manage kiosk settings

§ Device status reporting

§ Scheduled reboot

§ Cloud Print Management

§ Bluetooth control

§ Stop using your device remotely

oDevice policies can only be controlled through the Chrome Device Management console through Chrome device management licensing.

· Each policy is mutually exclusive. - There is no policy that conflicts with each other.

If you're using a Chromebook in a company or school that uses Google Workspace or Google Workspace for Education, you can manage your Chromebook users or set up your network without having to register your device. However, device management or opt-in settings, kiosk settings, device provision/deprovision, etc. are only available when you purchased the Chrome Device Management license.

Enterprises that use Chromebooks without Google Workspace will need the Chrome device management license to manage their Chromebooks and manage their users.

Settings	Google Workspace  Admin Console	Chrome device management console
User Settings	O	O
Network Settings	O	O
Device Settings	X	O
Public Settings	X	O
Kiosk Settings	X	O
Device Provision/Deprovision	X	O

For more details - https://amzn.to/37C9xEi