www.arcmail.com email archive & management solution
TRANSCRIPT
www.arcmail.com
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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www.arcmail.com
“Business Users consider over 50% of email to be ‘important’ or ‘critical’.”
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www.arcmail.com
• 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!
Employees are struggling to find a solution…
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www.arcmail.com
•Increased load on mail server•Increased storage needs•Increasing demands on IT staff time
And there’s no end in sight.
Demands on IT infrastructure are increasing…
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www.arcmail.com
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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www.arcmail.com
What is Email Archiving?
• In its simplest form…• Retaining a copy of all inbound, outbound and internal email
messages
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www.arcmail.com
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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www.arcmail.com
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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www.arcmail.com
Why should I Archive Email?
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www.arcmail.com
Information Retention
“70% of an average organization’s
intellectual property resides in email
messages and attachments.”
ESG Research 2005
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www.arcmail.com
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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www.arcmail.com
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 technologyemployee, and because it has chosen to retain only a handful of attorneys toconduct document review, it is somehow relieved from its obligations to timelyrespond to Plaintiffs’ discovery requests. That is not the case. Rather, the Courtexpects that Taser will make all reasonable efforts to comply with its discovery Ordersincluding, if necessary, retaining additional IT professionals to search electronicdatabases and adding additional attorneys to perform document review.
Cases:
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www.arcmail.com
Best Buy Stores vs. Developers Diversified Realty Corp.
Developers Diversified said that they did not have the resourcesto find all the required materials. In response, court ordered themto produce materials from 345 backup tapes in 28 days at anestimated cost of nearly $500,000 not including attorney fees
Cases:
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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”
• 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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www.arcmail.com
Reduce IT Load
• 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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www.arcmail.com
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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www.arcmail.com
Compliance
• Sarbanes Oxley• HIPAA• Internal policies and procedures• State regulations• FRCP (Federal Rules of Civil Procedure)
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www.arcmail.com
Objectives•Give the end user better service•Reduce the load on IT department•Protect valuable business information•Meet compliance standards
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www.arcmail.com
How it works:
The ArcMail Solution
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www.arcmail.com
•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
Easy to Install
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www.arcmail.com
•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
Easy to Manage
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www.arcmail.com
•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
Easy to Use
www.arcmail.com
www.arcmail.com
Email Archive & Management Solution