E-mail Archival: How to Get Started
Hosted by Technology and Policy Services Erie 1 BOCES
Meeting Agenda…
10 - 10:15 AM Carol Troskosky, Technology Services Introduction/Brief Overview 10:15 - 10:40 AM Colleen Sloan, Labor Relations Why - Legal Obligations
10:40 - 10:50 Workshop Break
10:50 - 11:15 AM Sue Lawkowski, Policy Services Sample templates 11:15 - Noon Deb Arlington, Messaging Services Service Overview and Demo
Business Drivers impacting Document Retention
Regulatory compliance
Typical document
New requirements in litigation and discovery
Business productivity
Storage operational costs
Password Recommendations for increased security
Aligned with WNYRIC’s portal/identity management work, recommendations Recommended in new document by NYS Archives Password rules of minimum 8 characters, combination of alpha/numeric Password expiration forced, with warnings prior to date
New – E-mail Risk Presentation
Developed with focus on risks of misuse of e-mail in workplace, with emphasis for instructional staff Intended for staff development day, takes 30-40 minutes to present Contact Deb Arlington to schedule/discuss
E-mail Archival Service
Requires a dedicated server for e-mail archival (mid-range, may reside in district) Service includes:
Planning – including analysis of email space needed Installation – history capture of any archived e-mail, journaling setup Basic training for both system administrator and for staff responsible for investigations of e-mail Documentation for end users for ISR module Phone support/troubleshooting Upgrades and further training as needed
Benefits of E-mail Archival Service:
Single instance storage Compresses messages when archived Fast, efficient search capability (demo) Able to build case/topic files and export messages in format for use in litigation Optional – eliminate archive, use only one repository for both users and high end “legal” officers
MailMeter solution…
Supports both Notes and Exchange platforms Least costly of nine researched solutions Base archive module, additional modules (optional) WNYRIC recommends minimum of Investigate/Individual Search & Retrieval (ISR) modules
Investigate module:
Reduces legal costs of eDiscovery Tool for authorized group (attorney, IT, HR) to search e-mail Searches across mailboxes/inside messages and/or attachments Tags messages for filtering Builds case log of messages, exports in file format needed for litigation
ISR (Individual Search and Retrieval) Module:
Allows users to easily search for messages – unlimited mailbox Search:
By Internal/external e-mail addresses Inside messages and/or attachments Any date range
Self-service to users: find lost/deleted messages, attachments
How it works…
Domino (Notes) or Exchange mail server, with journaling active – captures all e-mails
E-mail storage
History capture of existing e-mails Archive volumes (4G), any disk, SAN, NAS – low cost storage
Single instance storage
SQL Server (WNYRIC)
MailMeter Windows Server
Helpful links – useful information:
http://www.wnyric.org/email Specific links under topic “e-mail archival info” http://mailmeter.com White papers on best practices, check list, other useful resources http://contoural.com Consulting firm with lots of information on e-mail archival, not vendor specific http://www.epolicyinstitute.com – general information