Email Archive & Management Solution

1. Email Archive & Management Solution

2. Traditional Mail… Invoices Proposals Contracts Agreements Notifications Marketing Contact Information Email: The new “Filing Cabinet” • Plus New “Mail”… • Discussions • Negotiations • Working documents • Historical record

3. “Business Users consider over 50% of email to be ‘important’ or ‘critical’.”

4. Employees are struggling to find a solution… • 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!

5. 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.

6. 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.

7. In its simplest form… Retaining a copy of all inbound, outbound and internal email messages What is Email Archiving?

8. 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 What is Email Archiving?

9. 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 How is Archiving Different from Backups?

10. Why should I Archive Email?

11. Information Retention “70% of an average organization’s intellectual property resides in email messages and attachments.” ESG Research 2005

12. 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 Legal Discovery

13. 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. Williams v. Taser International, Inc.(N.D. Ga. June 4, 2007) Cases:

14. 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 Best Buy Stores vs. Developers Diversified Realty Corp. Cases:

15. 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 So let’s just delete everything!

16. 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” Reduce IT Load

17. 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 Improved Productivity

18. 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 Improved User Behavior

19. Sarbanes Oxley HIPAA Internal policies and procedures State regulations FRCP (Federal Rules of Civil Procedure) Compliance

20. Objectives • Give the end user better service • Reduce the load on IT department • Protect valuable business information • Meet compliance standards

21. The ArcMail Solution How it works:

22. 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

23. 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

24. 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

25. Email Archive & Management Solution