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Legally Compliant Email Archiving

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					                                         A Division of GROUP Business Software




       Legally Compliant
        Email Archiving


    Archiving – Offloading – Retrieval

            Brian Sherwood

            15 October 2009




KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Agenda
                                                       A Division of GROUP Business Software




  GROUP

  Why Manage Emails

  The Email Management Process

  Legally Compliant Email Archiving




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                KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
GROUP Business Software
                                                          A Division of GROUP Business Software



  European Headquarter‘s           Frankfurt

  Email Main Office                Karlsruhe

  International                    UK (London, Leeds, Manchester)
                                   USA (New York)
                                   Nordics (Helsinki)
                                   BeNeLux (Den Haag)


  Employees Worldwide              180




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                  KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
The email experts
                                                            A Division of GROUP Business Software




“GROUP is the leading provider of process-oriented, centralised and easy-to-
   maintain email management solutions for Lotus Domino and Microsoft
   Exchange. GROUP‘s core solution for email security and email archiving
   provides a powerful and flexible infrastructure for processing, storing and
   managing email from its creation to its disposal.”


     Proven know-how > 16 years

     Global experts take care of
     email communication




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                  KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Customers
                                                           A Division of GROUP Business Software



  Over 3,000 Customers, 3+ million ‘seats’ world wide
  Financial sector
      ABN Amro, Netherlands
      AEGON, UK
      ALLIANZ AG, Swiss and Austria
      Deutsche Börse AG, Germany
  Industry
      Honda, Europe
      Linde Gas AG/AGA AB, worldwide
      Miele GmbH & Cie, Germany
      Toyota PLC, UK
  Public sector
      Free University of Berlin, Germany
      Merseyside Police, UK
      Nottinghamshire County Council, UK
      Southwest Florida Water Management District, USA




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                    KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
                                       A Division of GROUP Business Software




     Why Manage Emails




KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
First: a focus on compliance
                                                       A Division of GROUP Business Software




  Compliance is the state of being in
  conformance with
      Legal regulations,
      Industry regulations and
      Corporate policies
  Compliance affects all areas of an
  organization and all of its employees




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                KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Example compliance regulations
                                                                          A Division of GROUP Business Software



 Legal requirements                                 Regulations

 ■   Commercial Law                                 ■   8th EU Directive
 ■   Value added tax law                            ■   Basel II
 ■   Anti-Money Laundering Legislation              ■   Influence of American law (subsidiaries of US
 ■   The Freedom of Information Act                     companies etc.)
                                                            □ Department of Defence (DoD)
                                                            □ Sarbanes-Oxley Act (SOX)
                                                            □ Security and Exchange Commission
                                                                (SEC)- Rules
                                                            □ Health Insurance Portability &
                                                                Accountability Act (HIPPA)
                                                    ■   Food Drug Administration (FDA)




 Standards                                          Data Protection Act
 ■   BS 7799-2:2002 (British Standards Institute)   ■   Data Protection Act
 ■   ISO 9000
 ■   ISO 27001




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                         KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Why is compliance so important to the email
medium
                                                      A Division of GROUP Business Software




  Email is the number one business critical application and is burdened
  with internal and external risks, regulations, policies and standards.
  Multilevel requirements affecting
      Security
      Archiving
      Productivity
      Regulation
  Avoiding liability risks
  Reducing risks through automation
  Protection of intellectual property
  Retrieval of emails and attachments within designated
  timeframes




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               KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
                                         A Division of GROUP Business Software




The Email Management Process

            It is not just archiving.




  KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Email management
- many questions, one answer
                                                          A Division of GROUP Business Software



   How can you filter viruses even in
   encrypted emails?
   How can you automatically encrypt
   sensitive and confidential emails?
   How can you solve the problem of
   SPAM without filtering business critical
   emails?
   How can you automate content-related
   email business processes?
   How can you verify that your email
   communication follows business
   processes and regulations?
   How can you ensure the transfer of
   emails into an audit-proof archiving
   system?
   How can you confidently reduce the
   size of Live mail boxes?



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                   KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
The email business process
                                                      A Division of GROUP Business Software




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               KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
                                          A Division of GROUP Business Software




Legally Compliant Email Archiving




   KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Retention requirements
                                                          A Division of GROUP Business Software



  Inalterability
      Records secured against manipulation
      Transparent and structured
      Maintained Fidelity
  Organisation
      Intelligent classification
      Categorization by business process and project
      Reliable indexing
  Accessibility
      Always accessible
      Fast retrieval
  Retention timeframes
      Conformance to industry regulations
      Compliant with legal requirements




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                   KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
The email archiving process
                                                          A Division of GROUP Business Software




                               Efficient server and mailbox load
                               reduction
                               Avoiding of local, user-driven
                               archiving



                                     Comprehensive, tamper-proof
                                     archiving of business email
                                     Compliance with mandated
                                     retention timeframes




                                             Search through archived emails
                                             An essential element of legal
                                             compliance


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               KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Proactively manage compliance throughout an
email‘s lifecycle
                                                                    A Division of GROUP Business Software




                                        Search &
                Secure      Supervise              Manage   Audit
   Capture                              Retrieve
      &
   Classify
                                        Archive                                          Dispose




  A single integrated platform for compliant email
  archiving
  Implement enforceable policies for:
       Regulatory compliance
       Corporate governance
       Discovery & litigation support
       Privacy

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                     KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
iQ.Suite: Operational Archiving – Reduced Cost
                                                                  A Division of GROUP Business Software




  Migrate mail to low cost storage
      As data ages, move to low cost disk & tape
      Integrate existing HSM & storage (IBM, NetApp, EMC, File-Share etc.)
  Reduce the email database size
      Smaller backup windows
  Remove local mail files
      All mail in archive, reduces backup times and restore demands
  End user mailbox management
      Save the hidden costs
      Improved search facilities = improved productivity
      No more lost mail – self service searching



                                                                                           Powered by




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                   KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
iQ.Suite Bridge makes the difference:
Legal compliance
                                                       A Division of GROUP Business Software




  Compliance connector for legally compliant archiving
  Complete archiving before delivery to user mailboxes
  Completely automated process ensures manipulation-proof records
  Fulfillment of legal requirements
  Intelligent pre-classification functions
  Connectable to external archiving systems




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                KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Legal Discovery & Retrieval
                                                          A Division of GROUP Business Software




  Archive wide search and retrieval of all emails and attachments
  Comprehensive fulltext index
  Searches can be saved and further refined
  Enables ‘Legal Holds’ to ensure that records are not inadvertently or
  maliciously deleted
  Based upon agreed retention policy a specific email is due for disposal
  Web-based interface




                                                                          Powered by




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                KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Portal - Retrieval / Discovery
                                                       A Division of GROUP Business Software




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                KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Process overview
                                                          A Division of GROUP Business Software




      Mail Server                  Archiving             Storage System
                                    System
      Management                                               Availability
                                    Indexing
      Email security                                           Integrity
                                    Storage
      Classification                control                    Backup




                                  Compliance
                                     Classify
                                     Archive
                                     Retrieve




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                   KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
The email archiving challenge
                                                             A Division of GROUP Business Software




"Email archiving today represents a complex challenge to a
   business's organization, technology and processes. Only a robust,
   all-encompassing solution is able to ensure legal compliance and at the
   same time fulfill long-term retention requirements."




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                  KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Legal compliance with GROUP solutions
                                                                  A Division of GROUP Business Software




  Robust, centralised solution for realising legally compliant email processes
  Comprehensive features
      Tamper-proof archiving and off-loading
      Classification
      Virus and spam protection
      Encryption
      Liability disclaimers
  Completely automatable
  No need for end-user interaction
  Legal compliance means
      To meet legal requirements
      To structure the email business process
      To archive emails before delivery in an inalterable state
  GROUP offers a comprehensive solution that meets modern
  compliance/conformance requirements

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                  KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON
Join us at stand 397!
                                                       A Division of GROUP Business Software




GROUP Business Software (UK) Ltd.
3 More London Riverside
London SE1 2RE
United Kingdom

Phone +44 207 206 0001
info@group-software.co.uk




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                KARLSRUHE ▪ FRANKFURT ▪ NEW YORK ▪ LONDON

				
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