Private Cloud Email Archive & Compliance
A carrier-class forensic solution providing a full record of all emails sent to, from and within an organisation.
With as much as 90% of business communication transacted over email, few people would deny that email is the lifeblood of an organisation. So how do you protect this business asset and turn it into a valuable tool to improve both knowledge management and day to day business efficiency?
Email archiving is a systematic approach to storing and protecting email data so that it can be easily searchable and accessible at a later date.
Envertica have partnered with Cryoserver to deliver an on-site, private cloud solution to capture, store and index emails to make them easily accessable for future retrieval.
Cryoserver is a carrier-class forensic email archive and compliance solution that provides its users with a full record of all emails sent to, from, and within an organisation. Stored in a tamper-evident repository, it is suitable for legal and regulatory compliance and gives email data evidential weight. Cryoserver is easy to deploy and manage with a powerful search engine which permits emails to be found and processed directly from the archive.
Businesses both large and small depend on Cryoserver to reliably retain and access critical business, operational, and publicly held email information.
Understanding The Benefits:
HR Department
Formal investigation: HR departments can quickly carry out formal investigations without requiring IT departments to restore back-up tapes, meaning false allegations can be immediately discounted.
Ensure greater employee privacy: Prevents organisation-wide abuse by generating a fully encrypted audit trail every time an authorised search is conducted.
Comply with the mandatory retention periods: for employee records that stretch for many years after an employee may have left the organisation.
Settle potential employment tribunal cases before going to court: By virtue of having a tamper-proof record of email correspondence, the full context of any accusations can be understood and assessed upfront.
Monitoring of possible workplace harassment: Facilitates monitoring for example for, racism, sexism, obscenity, porn, defamation, etc.) without expense of restoring back-up tapes.
IT Department
No more email restorations: Email restorations from back-up tapes take a disproportionate amount of time, are expensive to carry out, and often do not produce the evidence required. Users can access their own email records, and restore the emails they need back to their inbox. You can also import all legacy PSTs and backup tapes
Legal Compliance: It is a breach of Data Protection legislation for IT departments to search through email back-up tapes that may contain personal data and 'sensitive personal data' as defined by the Act. Tapes should only be used for disaster recovery purposes, not for any other purpose.
Centralised location for Personal Data: Users will use Cryoserver to find older email instead of hoarding them on desktops because of mail quotas. It is a breach of Data Protection legislation and security directives such as BS7799 to store sensitive data on PST files dotted around the organisation.
Exemption from criminal penalties: IT personnel have been prosecuted for carrying out orders from management to destroy electronic evidence. Data on Cryoservers in Data Centres cannot be destroyed or altered, thus removing IT personnel from deciding whether to carry out what may be a criminal act.
Real-time Replication (RTR): RTR built in at the application level means messages can be sent to two or more Archives at the same time to provide full mirroring. This removes the danger of depending on a daily back-up which will only be able to restore data stored up to the point that the back-up was made.
Compliance Officer
With 150+ different regulations and legislation covering records retention, Email archiving aids compliance with existing and current regulatory, legal and operational mandates in global jurisdictions through:
Capture and storage of email: That meets both retention AND privacy legislative requirements.
Ensures a complete record of all email correspondence: By removing the ability to delete or alter email.
Set retention period: (suggested minimum seven years) to provide assurance that you will be able to produce ANY email records sent or received during this period.
Comply with short statutory discovery times: (for example SEC 36hrs, FSA 24hrs, DPA 40 days, etc.).
Validates records: by digitally fingerprinting the data at the instant of storage, and validated again when retrieved to prove that it is in the same state as when it was
Data Protection Officer
Immediate compliance with DPA: Your legal duty is to
- Protect and limit access to personal data in email as required by the DPA
- To audit access to personal data in
Put full controls around your management of personal data contained within email messages.
Minimise the time and cost of processing Subject Access Requests (SARs) from the general public ordisgruntled employees taking the firm to an employment tribunal.
Minimise the time and cost of processing Freedom of Information Act requests from the general public or media.
Finance and Accounts Department
Cost savings: The cost of implementing a technical solution like Cryoserver is less than the cumulative costs of legal fees, fines and reputational damage. The savings in HR alone justify purchase; however there is also a very fast ROI in IT,
Compliance:
- For accounts departments who are passing regulated data around in email there is mandatory retention of business and accounting data for varying periods up to twelve years for the average limited firm.
- Compliance with cross-border and transatlantic financial regulations that now cover electronic data for example the Securities and Exchange Commission (SEC) requires that all financial organisations retain all documents for a minimum of five years.
Access to External Auditors: Save time and money by giving Archive access to External Auditors: This can be as part of your corporate governance programme, or simply as a cost-saving measure.
Cryoserver is an effective forensically compliant email archiving solution which brings benefits to all areas of an organisation ensuring effective control and management of email records, leading to improved efficiencies and lower costs.
Contact a consultant today on 01285 610038 to learn more.
