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by Cushing Memorial Library and Archives, Texas A&M

Retrieval Efficiency of Email Archival Systems

According to Judy Mottl, Internetnews.com, there will be triple the .7 billion market for email archiving technology by 2012. And, the surge is definitely due to the growing needs from enterprises of all sizes across the world.

While so much is happening in the email archival scenario, the primary concern has always been retrieval speed/efficiency, security and privacy. Let us look at the first important issue, retrieval speed, in this article.

Retrieval speed of email archival systems is critical to ensure that companies have ready access to email records, whenever it is required. More importantly, since most of the companies use Microsoft Exchange server as their email server, email archival system should be able to manage exponential increase in the size of Microsoft Exchange servers.

The following are the benefits that companies can realize when email archival systems have good retrieval efficiency.

Storage efficiency – Data management teams will now be able to reclaim terabytes of storage by moving old or infrequently accessed/used data from primary data stores to more cost-effective archival storage.

Online access – There will be improved information access by online users when the retrieval speed and efficiency is high. Data can be made readily accessible and reusable as well.

Backup – Users can enjoy high speed backup and recovery. Also, administrators can easily change data stores while taking backup.

Enhancing the overall process efficiency – Companies can save time and money and also, enable easy integration with other data management systems.

Regulatory compliance – This is one of primary benefits of an archival system which has excellent retrieval speed. Companies can expect to preserve important documents, e-mails, and other critical data according to internal rules and external regulations and still be able to produce evidence whenever required.

Going by the numerous operational and economical efficiencies that arise due to enhanced retrieval speed of email archiving systems, companies need to be careful while choosing email archiving software solutions. Most importantly, the software needs to support Exchange Server 2000, 2003, 2007 and 2010. Additionally, email archiving solutions must also cater to reliable safeguards, including encryption in order to ensure that the email is tamper-proof and cannot be altered.

It can also be determined if the solution has the ability to migrate all existing PST file data into the archive repository. This would enable organizations to eliminate PST files proliferation across the enterprise, thus resulting in better email management.

Watch out for the next article on – Security in Email Archival Systems.

Tags: Archival, Efficiency, Email, Retrieval, Systems
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by MotorShowNetwork

Email Archiving – A Must for Ensuring Legal Compliance

Today, many small to mid-sized businesses (SMBs) do not have a suitable email archiving solution in place, which results in increases in legal and regulatory risks and increases in the overall cost of storage management. The primary reasons for not having a reliable system in place can be attributed to:

Decision makers not believing that preserved content could be used in a legal action or a regulatory audit. They do not realize that it is riskier than deleting that content.

Many believe that archiving content will create unmanageable storage problems and cost too much to manage, so they delete content for fear of creating additional storage management difficulties.

Many mistakenly believe that their nightly or other regular backups actually represent an archive of their important corporate content.

Need for Email Archiving

Email and other electronic content stores contain a growing proportion of business records that must be preserved for long periods of time. Also, this content is most likely to be frequently requested during discovery proceedings because of the Federal Rules of Civil Procedure (FRCP) and state versions of the FRCP. As a result, it is critical that all relevant electronic content be made available for e-discovery purposes, in large part because of the frequency with which this information is requested during legal actions.

When a hold on data is required by the legal system, it is highly imperative that an organization immediately be able to begin preserving all relevant data, such as all email sent from senior managers to specific individuals or clients, word processing documents that may contain corporate policy statements, spreadsheets with auditors’ opinions and so on.

Archiving Software

An email archiving system allows organizations to immediately place a hold on data when requested by a court or on the advice of legal counsel and ensure email compliance as well. There is reliable and robust archiving software that directly addresses these issues. Such email archiving software can offer:

A solution that archives all email content and thus reduces the risk of non-compliance with legal, regulatory and other obligations to preserve critical business content.

A solution that will actually reduce storage management costs by eliminating redundant content and migrating content from email servers to lower cost archival storage.

This clearly shows that archiving email is a critical best practice for any organization that is considering staying legally compliant and is also looking to expand its horizons beyond national boundaries.

 

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by TechShowNetwork

: Clear and simple guidance for managing your email infrastructure Email is the dominant form of c

Email is the dominant form of communication within many organizations so it’s essential to set out the rules for how it should be used.

Chief Information Officers and IT managers in the highly regulated health and financial industries or in large, publicly traded organizations are usually well aware of what is required for email compliance. For privately held or smaller companies and non-regulated industries, email compliance is often unclear and the apparent complexity and serious consequences for violators can make the task of complying seem daunting.

The concern is largely unjustified. According to the definition of compliance opposite, for most organizations, compliance is achieved by operating under a formal set of clearly defined guidelines that ensure adherence both to formal legislation and to accepted ethical standards and best practices. These guidelines should also cover how to handle deviations, accidental or otherwise. In the absence of guidelines it becomes extremely difficult to respond positively and effectively to an audit (or “eDiscovery”), or worse, a legal inquiry. This document looks at compliance in relation to email, giving clear and simple guidance for managing your email infrastructure*.

1. Establish clear rules about email usage

Email is the quintessential communications tool with much of an organization’s day-to-day life dependent on it for both internal and external communication. Email can contain as much as 80% of a company’s business records so setting out the rules for how it should be used is essential.

The starting point is to define a clear and transparent framework for behavior, setting down what’s acceptable and what isn’t when it comes to using email. An explicit, organization-wide Acceptable Use Policy (AUP), accompanied by the ability to audit its use and enforce its rules is a simple first step in demonstrating the intention to meet regulations and goes a long way toward avoiding liability. As an example, typical clauses might be:

don’t forward or send email containing pornographic images

do limit attachment sizes to 5MB.

With the AUP in place, you can then focus on ensuring that your practices are compliant with the wide range of local, regional, national and international laws that extend into email communications.

A wide range of online examples is available from industry analysts such as Forrester, IDC and Gartner.

2. Prevent data loss via email

The data that you hold in your systems is valuable business information. It must be guarded carefully from accidental or deliberate disclosure of confidential information to parties outside and, on occasion, within your organization. Some of the processes will be covered by your AUP, but new employees, leaving employees, distracted employees and disgruntled employees can all inadvertently (or maliciously) threaten the security of your data.

It is essential to put in place an automated, centrally managed mechanism to prevent data loss regardless of intention or the goodwill of your employees. This solution should be able to:

block emails by the filetypes of their attachments

scan messages for keywords

add disclaimers and banners to mail in all directions

encrypt messages so that only the intended recipient can read them

ensure that your email system is not being abused by unknown and/or malicious users.

3. Maintain visibility over and access to current and past traffic

You need to make sure that you are aware of – and can account for – the email coming into, going out of and circulating around your organization. This means you must:

Retain accessible records of relevant email communications, including log information that can show who sent what to whom and when.

Copy and/or archive sensitive messages, both internal and external.

Be able to intercept and re-route violating messages to those responsible for enforcement so that potentially damaging incidents can be avoided and remedial efforts can take place.

It is important to recognize that not every email contains sensitive data, so not everything needs to be archived and/or encrypted. Depending on your jurisdiction, there are also limits on how long you must retain copies of email communication.

In fact, the cost of storing and accessing large volumes of email requires you to be deterministic when it comes to what needs archiving or encryption, and how long you should be storing.

4. Eliminate spam, phishing and malware

One of the main ways that virus writers get malware onto your users’ computers and into your systems is through email. Spam campaigns that rapidly change in order to attempt to evade detection use a variety of methods – such as dropping keylogging Trojans or linking to malicious websites – to steal confidential business and personal information.

You must ensure, and be able to demonstrate, that your email infrastructure is protected against malware, viruses, spyware and other threats to system and data integrity. For this you need a solution that blocks malware, spam, Denial of Service attacks, and harvesting of email addresses.

By blocking threats at the perimeter right through to your internal mail servers and desktops, you will eliminate most of the external risk associated with data loss. Your AUP will go a long way toward covering the remaining internal risk.

*Disclaimer: this is not intended to replace professional/legal guidance on compliance issues that your organization may face. We strongly suggest that you seek advice from recognized compliance experts to determine your needs.

Mike Kieffer of Intradyn, Inc. talks about email archiving and compliance.
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Tags: Clear, dominant, Email, Form, guidance, infrastructure, Managing, Simple
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by TWAM – Tyne & Wear Archives & Museums

It’s Time to Take Email Archiving & Security Seriously

With email having quietly matured into one of today’s most mission critical applications, could it be time to start taking its management, maintenance, and security rather more seriously?

As cultural phenomena go, the story of email’s emergence as the world’s undisputed champion of personal and business communication is about as impressive as any. It’s hard to believe, for instance, that there was a time not all that long ago, when deploying email was still considered a pretty big deal; when email meant specialist employee training; when half a dozen messages a day was a lot; when only the most senior management in a business could expect their own dedicated email accounts. How times change. Driven by all manner of market factors – server, storage, and software costs falling, the rise of always-on connectivity, teleworking, webmail, and mobile email to name just a handful – a robust, reliable, secure email solution is now nothing short of absolutely business critical. Indeed, issues such as email management, archiving, storage, and security now affect – or should affect – every company from SME to Enterprise, says Neil Hammerton, former CEO and founder of Email Systems, and currently VP of SaaS Development at Webroot. There are many drivers for this, he says. The need for information to be easily accessible where and whenever it’s required; Sarbanes Oxley and Basel II, which are driving archiving from a regulatory compliance perspective and which, in turn, are having a filterdown effect to businesses that don’t necessarily need to be compliant, but wish to employ best practice.

The threat of data loss is a further key factor, with industry reports indicating that 85% or more of a company’s intellectual property now passes through its email, according to Hammerton. “Businesses are conducting more and more legal transactions including quotes, orders, confirmations, and agreements via email”, confirms Duncan Ash, EMEA Business Development Manager with Sybase. “To protect both the organisation and its customers, these emails have to meet stringent statutory requirements governing document authenticity, confidentiality, and availability.”

Worryingly though, it appears that a disturbingly low number of UK businesses can be confident as regards the integrity of their email systems currently. In a recent study conducted by Vanson Bourne on behalf of Forensic & Compliance Systems (FCS), nearly half the businesses surveyed (44%) couldn’t prove email hadn’t been changed or tampered with, and more than a third (35%) were unsure whether any changes had taken place or not; results that suggest that three in four UK businesses have millions of emails floating around their synapses that would enjoy no legal standing. It uncovers a worrying reality, said Ralph Harvey, CEO at FCS. Specifically that many firms simply don’t “understand the consequences of not having a tighter control over their emails…” It’s a problem businesses simply have to address, counsels Steve Tongish, marketing director EMEA at Plasmon. “European regulations are now developing teeth. There have been recent court cases in both the UK and Germany where steep fines have been imposed when the process controlling records and the integrity of data was found to be inadequate.” This shift in risk exposure, he says, is forcing a rethink in digital archive requirements.

Malcolm Etchells is VP Europe for Waterford Technologies – a provider of solutions that allow the visualisation of email usage, data pattern analysis, and policy improvement and enforcement. He also bangs the compliance drum, citing several costly cases. “Some of the world’s largest, most IT savvy organisations – UBS Warburg, Fidelity, Morgan Stanley – have fallen foul”, he says. “(Businesses) must begin to think more proactively about how to archive, retrieve, and produce emails and related content in the event of a request from a regulatory or government body.” “… the issue is not storing the emails – that’s relatively easy – but finding and retrieving (them). Many organisations can show authorities the email in the system but can’t retrieve it. A well-publicised example is Morgan Stanley which has been fined repeatedly because of its inability to retrieve emails, with two fines of million and .5 million respectively.”

Ash warns, that there is a “conflict” between the need for strong record maintenance and data privacy law however. For example, he explains, confidential data mustn’t be kept in archives accessible to supervisory bodies, and personal emails cannot be stored without the agreement of both sender and recipient. There are pressing productivity concerns too. First, says Ash, if email is filed in an unstructured way, it’s impossible to fully exploit the information contained within it. Second, with knowledge increasingly available only within emails, companies need a way to store, access, and analyse this precious data efficiently. And a ‘save all emails’ strategy is clearly not the answer, he says. Separating what can and can’t be stored calls for sophisticated technologies. “Most specialised email archiving solutions are based on file-oriented data management systems. These are neither audit-secure, nor able to conduct a combined analysis of structured and unstructured information.”

Etchells cites further productivity concerns. According to the Office of National Statistics, he says, employees spend an average of two hours a day assessing, managing, and responding to email, which equates to 55 days a year or 11 working weeks for every email user. Translated into costs, the figures are alarming. Based on an organisation with 1,000 employees earning an average of £25,000p.a., for instance, each spending 1 minute per inbound email on an average of 40 messages per day, and a further 4 minutes creating and sending each of around 20 emails every day, the estimated cost to the business over the course of a year would be £7.5million. And that’s without the cost of email misuse and storage. So what’s the answer? Says Etchells: “Productivity is very much seen as an issue for the IT department but it cannot be held responsible for reducing the volume of email sent by, or within, an organisation. Even with adequate storage in place, creating a culture of efficient and responsible email use needs to be driven by the business, not IT.”

Urs Raas, Senior Product Manager at enterprise content management (ECM) software vendor, Tower Software offers some practical first steps. “First you need a system that can automatically move mail into an archive that uses cheap storage and is easy to maintain from a back-up and disaster recovery point of view. Second you need a system that allows the easy capture of emails into the context of the business process, alongside any other records documenting it. This is where email archiving meets compliance.”

Michael Brooke, Archive Manager Product specialist at Quest Software argues that a solution must also reduce the total volume of information stored, and not simply move the problem from a mail store to another media. “80% of email volume is attachment data and in most organisations the duplication rate of attachment data is close to 50%. I.e. 50% of the attachment storage used by a Mail server is duplicate data!” He cites easy administration and cultural ignorance as other growing issues. “IT staff are busy people and an archiving solution that requires significant management time becomes a liability.” “IT staff know that storage is not unlimited but the business doesn’t, so the IT manager is often left explaining to senior management why the legal department can’t have a 10GB mailbox. They aren’t interested in the back-ups and recovery, what if a disputed contract they sent 2 years ago is no longer retrievable?”

Implemented properly, says Etchells, the benefits can be huge. “Having an intelligent email management solution in place will provide (an) insight into email usage, especially the patterns that cause waste.” It can also help identify and eliminate non-work related email, he says, and even change the way employees create, manage, and think about email.

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by TechShowNetwork

Next-generation Email Compliance and Legal Discovery Software

Email archiving has become an increasingly complicated task companies which need to complete in order to comply with compliance laws, while internal data archiving may be considered something exclusive of banks and financial institutions, laws have been enacted to regulate several other industries.

The following list briefly shows the industries and laws which are to be kept:

Healthcare: The Health Insurance Portability and Accountability Act (HIPAA) 1996, which involves patient health data encryption during transmission throughout a network.

Hedge Funds: The U.S. Securities and Exchange Commission (SEC) 2006 regulations on private investment pools, this involves archiving and securing all electronic communication.

Pharmaceutical: 21 CFR Part 11 by the FDA (1997) which involves rules for the use of electronic signatures and records.

Accounting: The Sarbanes-Oxley (SOX) Act, 2002. This law sets strict regulations about the retention and maintenance of records.

Banking: The Gramm-Leach Bliley Act, 1999. This law was enacted to protect customer’s information while in transit or in storage by strict encryption measures.

Securities: SEC 17a-4 and NASD 3010. Both regulations set strict standards on electronic communications which involves emails.

As stated above, businesses operating within these industries are expected to comply with information archival, encryption and maintenance regulations. The problems with these laws is that they require strict classification of internal data which can’t be accomplished using traditional email applications such as Microsoft Outlook or any other mail client.

The fact that a company can gather hundreds of thousands and even millions of emails and electronic communications is overwhelming, not to mention that if the company in question is inspected, owners and managers have to sort and classify all of these records within a short period of time since inspectors won’t wait weeks or months to have all this information sorted out.

Managing and classifying this information is one requirement which is hard to accomplish but these laws also require heavy encryption to make sure data won’t be leaked or modified from the network and fall into the wrong hands. As you can see there are many guidelines which need to be kept so it is imperative to use software tools which can be managed by one person quickly and efficiently, these law compliance tools should provide features such as:

* Accurate Search platform

* Find and collect all electronic communication within the network with a single operation

* Classification of all incoming and outgoing emails through automatic global policies

* Extremely Strong Internal Controls for Compliance

* Verified and unalterable logs

* Full auditing of all searches, email reviewed, and logons

* Powerful data collection tools

* Data loss protection

As you can see all of these tasks are so complex and time intensive that even if assigned to an entire division of a company, it couldn’t be accomplish quickly, securely and accurately; that is why special electronic communication management software is required. It is extremely important to keep in mind that the use of this technology is not a luxury but the LAW. Using these tools can help you keep your business going without worrying about communication compliance laws.

Meeting and exceeding compliance requirememnts with email security

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Email Compliance and Records Management

Can you imagine living without email? How would you communicate your business needs, information and messages? All businesses across all industries use email systems to send and receive messages and communications. This form of communication has provided quicker response times making it easier to get our jobs done. Most companies depend on email as their primary form of communication and are more efficient because of it. However, email can also cause problems for businesses that don’t use it the right way. The abundance of email communication has caused the government to step in and take action against unlawful email actions. Now more than ever, it is vital for corporations to manage their email systems and ensure they are meeting government standards and regulations.

Recent government regulations affect all businesses–large and small companies alike. The Government is focused on regulating and protecting confidential customer information, corporate governance, law enforcement investigations, and overall proper corporate email management. Here are a few of the issues involving email in business today: Policy development and management, Email retention, Employee monitoring, Patch management, Spam, Legal liabilities, Confidentiality of intellectual property and Data integrity.

There are many companies that offer email records management solutions, but Estorian’s LookingGlass stands out above all. It provides one of the more seamless knowledge based email management solutions for corporate messaging. Estorian has developed an innovative solution that addresses the complex worlds for managing corporate email and messaging systems. Estorian’s LookingGlass e-mail records management system helps organizations meet the growing challenges of enforcing email use policies, controlling growth and resource costs, complying with federal and state email retention requirements, easy access and retrieval, and identifying misuse and abuse of corporate email systems.

www.jatheon.com – Email Compliance Odds are very high that your organization or firm is subject to some regulation on how to retain records. Some industries face stricter rules than others ie. health care organizations are governed by different rules than the financial sector as they need to adhere to HIPAA guidelines. Regulations are something that just about any organization has to deal with. However, the real challenge is to know which guidelines to adhere to and to keep up to date as they are constantly changing. Common regulations that organizations adhere to include: * The Freedom of Information Act * FDA 21 CFR Part 11 * HIPAA * SEC 17a (3, 4) * NASD Rule 3110 & NYSE Rule 440 * IDA 29.7 (Canada) * Investment Advisors Act * Sarbanes-Oxley * PIPEDA (Canada) * Gramm-Leach-Bliley * FRCP *this is not a complete list of compliance regulation for the above specified industries. Compliance How It Works Organizations form all industries or services have the daunting task of monitoring electronic messages to ensure the strict adherence to regulatory or corporate policies. Jatheons Plug n Comply™ appliances offer the ability to set policies that messages are compared to in real-time. Messages received by the archive are compared to the user created polices and any messages that violate the established policy will have a pre-determined action triggered. This action may include notifying the offender directly; notify the offenders manager, or notifying the organizations …
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by Dreaming Chilango

Email Management Policies and Why Businesses Need One

Email management could be a company’s saving grace in today’s world of litigation and information overload. Email is now one of the most used communication systems around, over which important business decisions are often made, therefore an adequate email management system is vital to any business.

Managing one’s emails effectively could result in a much more productive work environment in terms of organization and timeliness, as well as helping with audit purposes. Furthermore, recent legislation has made it mandatory that all businesses and organizations need to be able to produce any documentation requested by the courts if legal issues arise.

Email Archiving as part of email management

Email archiving is one of the first steps to a successful email management program. Administrators can maintain an archive of all the company’s email correspondence which will be easily searchable and recoverable, and therefore reduce the dependence on PST files that can easily get corrupted and are not secure backups of email data.

Moreover, in order to comply with eDiscovery requests, email archiving is a must, whilst being able to access archived emails and corporate data in a matter of seconds can help realize a return on investment and therefore boost the company’s productivity.

Legislation and Regulations

Apart from the legal benefits that an email management policy presents, it is also important when dealing with inter-company issues such as harassment or dismissal charges, where critical information may have been recorded via email.

If an employee used his work email account for illicit purposes, verifying such a fact could prove to be a difficult task without an adequate email archiving system.

Email management from a legal perspective requires organizations to keep records of email documentation for a minimum period of up to five years. Such legislation includes the Sarbanes-Oxley Act (SOX) which affects all industries and imposes severe penalties on anyone who deliberately alters or deletes documents with the intent to defraud third parties.

Even though it is a US law, SOX act is also applicable to European companies with US listings as well as to companies that do business with the US. There are other legislations that also require companies and organizations to archive emails, as well as government bodies that comply with the regulations set by the Freedom of Information Act (FOIA), the Patriot Act, National Archive Records Administration (NARA) and other legislative entities.

Storage & Knowledge Issues with Email Management

Managing one’s emails is not only a legal and compliance issue but also delves into the fields of storage and knowledge management. There has been a dramatic increase in storage size due to the increase in email usage over the years as well as the upsurge in attachments sent with original emails.

This increase has affected the efficiency, reliability and speed of message servers. An efficient email archiving solution stores emails in a compressed format, resulting in considerable disk space savings and centralizes your email records.

Furthermore, emails are automatically archived as soon as they pass through the message store, thus users can clean up their mailboxes without the worry of losing important emails. Additionally, an email archiving solution that allows authorized users to view emails from a central repository will encourage them to do so without having bulky PST files stored locally.

Large volumes of email correspondence, increased storage limitations, government regulations and potential legal implications have made the need for an email management policy a critical issue for any company. Managing emails through archiving allows organizations to have control over employees’ email accounts whilst ensuring regulatory and corporate compliance.

Tags: Businesses, Email, Management, need, Policies
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by MotorShowNetwork

Email Compliance with ediscovery

Email has become the most prominent form of correspondence with great value attached to its use. Email can be used for external and internal purposes and is extremely vital in the daily commercial activities of a business. Email is the equivalent of paper documentation and is considered legal and valid proof for litigation purposes. Email is documentation of conditions agreed upon by two parties and can be used as supportive evidence when implicating another or while defending one’s integrity.

Since email messages are legally approved documents that need to be provided in case of a lawsuit, there is a need to store them in a secure place and ensure all security measures are in place to prohibit any tampering attempts. The storing of email is called archiving, and it locates any specific email at any time in a secure environment. The electronic discovery service helps in simple management of email and compliance with an efficient e-discovery and often times archiving strategy.

Why Email Compliance?

Organizations should implement a robust compliance system that will record all logs and activities of users as well as audit and encrypt data to retain it in its original form. Deliberate attempts to destroy data can prove to be potent litigation evidence. Ediscovery solutions can help identify relevant dat, but that data cannot be identified if it has been deliberately deleted. In legal cases, if the parties involved are incapable of furnishing relevant email evidence, fines may be imposed by the courts and cases can potentially be lost. .

Determining Ediscovery Factors for Email Compliance

It is not an easy job for organizations to maintain email compliance standards given the steady stream of correspondence everyday. Ediscovery can help management handle compliance issues. Here are some factors that need to be taken into account to maximize the use of ediscovery solutions for email compliance.

1. An efficient ediscovery solution uses an integrating approach that takes care of all processes while creating no complications. In due course, organizations will be faced with situations where they need to add applications. A good ediscovery solution should be capable of providing the integrating facilities to avoid additional costs in the future. Archiving is achievable only when an integrating facility is provided.

2. To maintain records and secure compliance, ediscovery tools should be able to manage different types of data within a single archive. Having a single system to handle various data formats eliminates the creation of multiple archives.

3. To save on storage space and ensure simple archiving administration, the ediscovery tool needs to ensure there is no duplication of data and convert several copies into a one to make the process smooth.

4. The structural design of electronic discovery service should be such that processing is not concentrated at one single point, which can slow down the pace of the searching and indexing processes.

5. The main purpose of archiving is to make search easy. Ediscovery search should have the capacity to bring up successful search results with little delay when keywords are used. Searching for exact results should be possible in a transparent manner.

Litigation cases can be rendered useless without enough proof to validate statements, resulting in heavy financial and reputation losses. The ediscovery solution promotes an efficient system of searching, producing data through a flexible and transparent system.

www.jatheon.com – Why Archive Email? Jatheon Plug n Comply appliance is a complete solution that allows organization to comply with government regulation with a simple, secure and integrated product. Plug n Comply is the industry leading appliance that effectively captures, indexes and stores all email and instant messaging enabling you to enhance email management and achieve regulatory compliance needs. Maintaining a sole record or email communication is mission critical to business today. In addition companies must be prepared act quickly in the case of litigation or compliance regulations. Jatheons email archiving solutions are being used by companies all over the world across all industries. Whether it be law firms, banks, insurance companies, engineering firms, health care agencies, and municipal and federal agencies, all companies no matter what the size, see a need for the Jatheon email archiving solution. The Jatheon solution helps organizations meet their storage space management, compliance, legal discovery, mail platform migration and policy management requirements. Overall, Jatheon offers a comprehensive, cost effective and easy to deploy archiving appliance that requires minimal IT support and simple management of corporate data, making it a suitable solution for companies of all sizes. Jatheons email archiving appliance has a number of different ROI characteristics that make the decision making process a relatively easy one. * Reduced overall capital …

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by Brooklyn Museum

Email Archivers Revisited

Several years ago, email archiving was a hot topic as the new rules of discovery prompted everyone to look at how they would produce the appropriate email documents in the event of a lawsuit. Interest in archivers has resurfaced, but this time customers are looking at these devices as a solution to reducing out-of-control data stores.

The Challenge

Just as traditional data stores continue to grow, so do our email stores. It seems like an overnight explosion! But as anyone who has tried to implement an email store reduction policy knows, getting end-users to give up the items they have retained is almost impossible. Blame ENRON if you like, but people are more aware than ever that they may need to produce documentation to safeguard themselves. And in this day and age, who can blame them?

Enter the Email Archiver

More and more customers are contacting us to review the current email archiving solutions available for GroupWise. They want to use this technology as a way to reduce their data stores while giving end-users the comfort of knowing that they can retrieve a given message any time they need it. Here are a few important questions to ask as you consider the most popular GroupWise email archiving solutions on the market:

* How are you going to use the archiver? If you are simply going to use the archiver to be sure that all messages are archived per your data retention policies, any archiver compatible with GroupWise can achieve this goal – particularly if you don’t anticipate your end-users going back to the archive on a regular basis to look for messages.

* Does the archiving solution maintain the folder structure of the end-user’s mailbox? Not all archivers will do this. However, if your end-users will be looking for old messages on a regular basis, they will want to see the familiar folder structure they use every day. A search function to find the messages is not enough.

* Does the archiver support stubbing? Stubbing is a really important feature if you are looking to convince your end-users that archiving is a good thing. Stubbing allows the message subject and the first few lines of an email to appear in the end-user’s live mailbox. The result? For the end-user, nothing seems to have disappeared from their mailbox, even though technically the emails have been archived!

* Are you going to be pulling mail from traditional GroupWise archives? Again, not all archivers support this functionality. If you are not only trying to reduce your live message store but also the data stores of archive files, you need to be sure that you pick an archiver that can seamlessly accommodate this function. If not, you will have to unarchive the messages back to the live message store, archive them to the archiver, and then reduce the message store.

* How much data are you planning to archive? Make sure that your archiver is not undersized and that you can easily add storage if necessary. Many archivers support NAS, SAN, or Windows file share targets. How much space you need is completely dependent on the retention policies of your organization. A rule of thumb? Plan for growth, and then work on getting buy-in from the powers that be to prune this data at some point after the archiver is in place.

Conclusion

Email archivers are a great way to reduce live message stores without getting end-users to commit to completely getting rid of data they want to retain. And remember, reducing message stores makes for faster and more seamless migrations to new hardware or operating system platforms. For customers looking to perform NetWare to Linux migrations, this is a great place to start when planning your GroupWise server migrations.

© Copyright 2010, Uptime NetManagement, Inc.

See how Elizabeth is able to use LiveOffice Personal Archive to quickly search and retrieve messages that are no longer in her inbox. LiveOffice is the leading provider of software-as-a-service email archiving, email compliance and email continuity solutions, with more than 10000 clients and a 97-percent client-retention rate.

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by TechShowNetwork

3 Things Businesses Need to Know About Email Compliance

In today’s business world, we are nothing without our email. Now, we don’t even need to be sitting in our office to hear the ding of our inbox, alerting us that yet another message has arrived; we live in a time where smart phones are everywhere and we can have our email with us at all times. With all this new technology though, there has also come an onslaught of laws that are designed to keep email compliant with things like customer privacy, law enforcement investigations, and corporate governance. In short, the purposes of the laws are to make sure that email is being used, and managed, properly.

If you work for a doctor’s office, you certainly know about HIPAA. The two rules that affect email compliance are the Privacy Rule and the Security Rule. Of the two, the Security Rule is more in-depth and essentially mirrors the Privacy Rule; its purpose is to focus on information and security best practices and revolves around the security cornerstones of confidentiality, integrity, and availability. The Security Rule focuses on everything from workstation management of information to facility access and transmission security. It is vital that any information you send via email, not speak of the patient’s identity or the problem they are facing; many offices will use initials when speaking about patients via email.

In the financial industry, email compliance is governed by the Gramm-Leach-Bliley Act. Also known as GLBA, it is basically the same law as HIPAA, just for a different type of business. It is designed to ensure the privacy and security of non-public personal information as it relates to individuals financial information. GLBA’s rules apply to mortgage lenders, banks, stock firms and others of the like. Within GLBA, the financial company is charged with several things: to designate an employee or employees to coordinate the information security program, to identify reasonably foreseeable risks to non-public information, to make sure their suppliers are also using safeguards, and to monitor all of the above.

On top of these two rules, there are also others. The Sarbanes-Oxley Act, also known as SOX, is watched over by the U.S. Securities and Exchange Commission. This act was designed in response to the various, and highly publicized, bogus financial reporting in the early 2000s. SOX discusses what information may leave an organization and how long the industry should keep information on file; it requires that financial companies keep emails on file for six years. Likewise, the SEC Rule 17a-4 and NASD Rules 3010 and 3110 affect email communications within the financial industry.

This is just the tip of the iceberg. When it comes to email compliance, there are rules everywhere, and your business needs to know which apply to you and how to handle them. There are several ways to handle these issues, most of which include hiring at least some type of IT security firm to develop a total information security plan that will comply with recent, and future, government email regulations.

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