Overview

Email Archiving and Compliance: A problem faced by many organisations, despite the plethora of high profile cases of major organisations failing to retrieve e-mails in a timely manner, organisations are still failing to deploy effective e-mail archiving solutions.

Recent surveys from Gartner, Forrester and Radicati all show that a fraction of companies have implemented an email archiving solution even though there increasingly more and more legislation requiring organisations to retain documents and communications including email.

Furthermore organisations are obliged to demonstrate transparency to shareholders by establishing good corporate governance and risk management procedures. By implementing appropriate technologies they can achieve this but the majority of organisations have not done this to date.

IT departments have escalating storage concerns with mail servers exceeding capacity and are requesting employees to delete emails to reduce mailbox quotas. Important documents are being destroyed. Documents that are meant to be kept for compliance and legislative purposes. This cannot be allowed to continue.

Organisations are looking to implement a solution which solves these problems, and Cryoserver is the ideal solution that addresses all of these issues in a single solution. Cryoserver provides C level executives transparency, good corporate governance and risk management and helps the IT department with storage concerns. Cryoserver is a forensic archive and compliance system, which retains a full audited copy of all emails sent to, from and around the business. Designed to preserve all data as if it were evidence to be used in court. The best analogy is that of a black box flight recorder in an aircraft.

You can even prove a negative - for example that you did not receive an email. This is a significant benefit to many organisations.

Cryoserver also helps organisations with its storage management concerns, by replacing emails (i.e. a 10MB email) with a stub/referrer (5kb) which pulls the email from Cryoserver.

With the compression techniques and single instance storage it also addresses the common storage concerns most IT departments face.

• Important business decisions, commitments and financial documents are communicated by email
• Companies are being required by law to keep email for substantial retention periods and there are now criminal penalties for email shredding
• Disciplinary proceedings, harassment cases, tracing corporate leaks often require rapid access to email evidence
• Vicarious liability: Employers are responsible for the actions of their employees
• Email is being used as valid evidence in court cases
• Storage on the mail servers is growing rapidly and companies need to
• offload these emails into a centralised secure and audited repository

Legislation

There are many regulations now dictating that employers are responsible for safe-guarding email communications. Some of the regulations include:

• Sarbanes-Oxley Act of 2002
• RICA
• KING II
• Financial Services & Markets Act 1970
• Basel II Capital Accord
• Enterprise Act of 2000
• ISO 27001
• Financial Modernisation Act 1999
• Public Law Act 104-191 Part 164
• Data Protection Act 1998
• Human Rights Act 1998
• Freedom of Information Act 2000
• FRCP U.S Act of 2005

Cryoserver™ standard screenshot

Features

• Delivered as an appliance
• Delivered as an appliance
• Compliance & storage management designed solution
• Simple 5 Step Cryoserver installation wizard – install in minutes
• Mail server independent - Supports Exchange, GroupWise, Lotus Notes, SMTP, POP – captures all email sent, received, BCC’d or sent to a distribution list
• Forensically prove email has not been tampered with
• Offload Exchange email with the selectable Outlook integration stubbing – offload email storage from Exchange and reduce pst files
• Inclusive offline archive allows access to archived emails on the move
• Advanced search including date range, recipient, keywords, proximity keywords & sounds-like
• Reporting on email usage and email Volume
• Disaster recovery features removes need for email back-ups
• 1 – 5 year support and maintenance available including advance replacement service to minimize downtime

Cryoserver™ sample report

Benefits

• Appliance implemented in minutes – no need for weeks of intrusive services implementation
• Reliable and trustworthy repository of emails for eDiscovery - Increases productivity with the easy to use interfaces
• Protects company IP & assists the organisation to comply with legislation
• Stubbing reduces storage usage on Exchange and enables performance gains for the organisation.
• Individual self retrieval of email reduces impact on IT Department
• Advance replacement program – minimise downtime to the business
• Quickly and accurately determine what transactions have been made with customers
• Monitor the effectiveness of email policies
• Tamper evident repository - keeps data safe in a trusted and encrypted repository preventing any tampering with the records.
• Elimination of expensive and time-consuming email backup and DR
• Almost immediate Return on Investment through IT savings
• Industry leading simplicity of purchase, implementation and administration support delivers minimal Total Cost of Ownership

Cryoserver™ in the network

For information on how Supportspread can implement Cryoserver™ on your system, please email: enquiries@supportspread.co.uk