Transcript Slide 1

www.arcmail.com
Email Archive & Management Solution
www.arcmail.com
www.arcmail.com
Email: The new “Filing
Cabinet”
Traditional Mail…
• Invoices
• Proposals
• Contracts
• Agreements
• Notifications
• Marketing
• Contact Information
Plus New “Mail”…
•Discussions
•Negotiations
•Working documents
•Historical record
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“Business Users consider over
50% of email to be ‘important’
or ‘critical’.”
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Employees are
struggling to find
a solution…
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Keeping everything
Deleting everything
Moving emails to their individual
computers and trying to organize them
into folders
Printing hardcopies
Asking IT to find deleted emails
And they still can’t find what they’re
looking for!
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Demands on IT
infrastructure are increasing…
•Increased load on
mail server
•Increased storage
needs
•Increasing demands
on IT staff time
And there’s no end in sight.
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Companies are losing
important business information…
• Information becomes difficult
or impossible to locate
• Data becomes inaccessible to
the organization
• Files can be lost or misplaced
And if you can’t find it,
you can’t use it.
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What is Email
Archiving?
• In its simplest form…
• Retaining a copy of all inbound, outbound and internal email
messages
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What is Email
Archiving?
• In its best form…
• Providing a system to efficiently keep a copy of all inbound, outbound
and internal email messages
• Adding the ability for end users to quickly and easily search their own
archives
• Adding the ability for administrators (HR, Legal…etc.) to quickly and
easily search the entire archive
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How is Archiving
Different from Backups?
• Backups are only a snapshot in time
• Difficult to retrieve emails in a timely manner
• Date range search often requires restoring multiple
backups
• No guarantee all emails are contained in backups
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Why should I Archive
Email?
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Information Retention
“70% of an average organization’s
intellectual property resides in email
messages and attachments.”
ESG Research 2005
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Legal Discovery
• FRCP (Federal Rules of Civil
Procedure)
• Adopted in December 2006
• Require production of all requested
electronic information within 90 days
• Completeness and cost
• Nothing deleted, lost, or changed
• If all your email is in the archive, you
shouldn’t have to do desktop
discoveries
• Timeliness
• You can search across your entire
archive and export all emails to a file in
about a minute
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Cases:
Williams v. Taser International, Inc.
(N.D. Ga. June 4, 2007)
Taser implies that because it has elected to hire and train only a single technology
employee, and because it has chosen to retain only a handful of attorneys to
conduct document review, it is somehow relieved from its obligations to timely
respond to Plaintiffs’ discovery requests. That is not the case. Rather, the Court
expects that Taser will make all reasonable efforts to comply with its discovery Orders
including, if necessary, retaining additional IT professionals to search electronic
databases and adding additional attorneys to perform document review.
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Cases:
Best Buy Stores vs. Developers Diversified Realty
Corp.
Developers Diversified said that they did not have the resources
to find all the required materials. In response, court ordered them
to produce materials from 345 backup tapes in 28 days at an
estimated cost of nearly $500,000 not including attorney fees
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www.arcmail.com
So let’s just delete everything!
Some organizations choose to implement aggressive anti-retention
policies to “delete the evidence”
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The evidence is rarely deleted
• Every email has a sender and at least one recipient
• You only have control over your copy
• Users will always find a way to keep their email
• PST’s, USB, email to external email account
Attorneys know this and will want to do desktop discoveries to catch all
the emails
• This creates lots of wonderful surprises
• Do you really want to be the only one in court without copies of your own
emails?
• It is very expensive to do desktop discoveries
• Desktop discoveries disrupt your staff
Can you really do business with only X days of email?
• If all your email is in the archive, you shouldn’t have to do
desktop discoveries
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Reduce IT Load
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Reduced storage requirements
Faster backups
Faster and easier to locate specific emails
Mail server performs better
Reduce backup time and cost
Easier to find “lost emails”
No more restoring from backups to find that “lost
email”
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www.arcmail.com
Improved Productivity
• Give your users access to their own archives
• How long would it take you to do a full text search, including inside
attachments, using your email client?
• Defender takes about one second
• Eliminates need for “underground archives” (users creating &
managing desktop folders to store old email)
• Implement retention policies instead of mailbox size limits
• No more managing exceptions
• Users aren’t forced to stop working to clean out mailboxes
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Improved User Behavior
• Give your users access to their own archives
• Users currently have the impression that they can just delete
email and it will go away
• They tend to send things they shouldn’t
• Most will think twice about what they send in email if they
know it is being archived!
• Present it as a productivity tool
• Stop problems before they occur
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Compliance
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Sarbanes Oxley
HIPAA
Internal policies and procedures
State regulations
FRCP (Federal Rules of Civil Procedure)
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Objectives
•Give the end user better service
•Reduce the load on IT department
•Protect valuable business information
•Meet compliance standards
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The ArcMail Solution
How it works:
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Easy to Install
•Everything you need in one network
appliance
•500GB – 12TB of on-board disk storage
•Server & Operating System
•Database Management System
•Archiving Software
•Nothing to install on mail server or desktop
•Journaling configuration on mail server
•Web based user interface
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Easy to Manage
•Emails archived immediately and automatically
•Secure data storage
•RAID fault tolerance with hot swap drives
•Individual email can’t be deleted or changed
•Built-in media independent backup and roll-off
capability
•Active Directory compatibility
•User level security to prevent unauthorized mail
view
•Daily status and real-time exception reporting
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Easy to Use
•Web based interface
•Simple to use
•Easy to learn
•Launch from Outlook or web Browser
•Fast search capability
•Indexed searches on standard email fields (to, from,
subject, date, etc.)
•Indexed full-text search on email and attachment text
•Wildcard search
•Multiple retrieve options
•View mail directly in Defender
•Open and save attachments directly from Defender
•One click restore to send email to inbox or export files
www.arcmail.com
www.arcmail.com
Email Archive & Management Solution
www.arcmail.com