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Cryoserver Robin Bingeman robin@cryoserver.com

Cryoserver Robin Bingeman robin@cryoserver.com . Why Archive Emails …?. Legal retention requirements.

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Cryoserver Robin Bingeman robin@cryoserver.com

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  1. CryoserverRobin Bingemanrobin@cryoserver.com

  2. Why Archive Emails…? Legal retention requirements • Increasing number of laws and regulations – SOX, FINRA, FSA, SEC, FDA, MHRA, HIPAA, IRS, FERPA, Consumer Liability, Basel II, Financial Services and Markets Act 2000, Taxes Management Act 1970, Common Law, … • Email is evidence with Evidential Weight • For example, emails may need to be retained for up to 6 years and beyond (two examples from the Limitation Act 1980): • Legal action for simple contracts can begin up to 6 years after performance • Personnel and training records to be retained for 6 years after employment ceases • Privacy Legislation – (FMA 99, IRS, Data Protection 1998, Human Rights Act 1998 etc…)

  3. Why Archive Emails…? IT Benefits • Mail stores are reaching capacity • Mail server is performing slower • Problems finding old emails • Back-up is taking many hours, in some cases 18+ hrs • Eliminate the need for mail box quotas and PST files • Backup tapes: • Very time consuming – one at a time • Recreate the whole environment • Discrete time periods at a time • Searching and retrieval - slow • Audited? • Complete record? / Altered in any way?

  4. Why Archive Emails…? Improve Employee Efficiency • Employees can find any email • Deter the misuse of corporate email • Easy sharing of client / ex-employee information • Discourage sending unnecessary ‘gossipy’ emails HR Benefits • Ease internal investigations • Granular access, audited / unaudited • Ability to share findings • Complies with Data Protection Act

  5. Pharmaceutical Company • Tough Regulatory environment • US Food & Drugs Administration • UK Medicines and Healthcare products Regulatory Agency • Team Leader (wrongly) accused of sending abusive emails • Employee deleted ‘offending’ email from Exchange • Cryoserver interrogated and retrieved original mail in seconds Key Cryoserver Functionality • “From an IT point of view it’s almost zero management.” • “Just on email recovery I now save myself a whole day a month.”

  6. Law Firm • Recent dispute between partner and client, each refuting the others claims • Partner checked Cryoserver and found client to be right • Partner apologised • Alternative could have been lost client, added cost of dispute or negligence claim (particularly if the other side had Cryoserver!) Key Cryoserver Functionality • Discreet & quiet rapid search to resolve dispute by Senior Management • Data receives full Evidential Weight • “What came out is what went in!”

  7. Recruitment Company • Managing Director is at a loss as to why his company is losing prime candidates and positions • Trusted staff stealing candidate and client details • Emailing information externally - deleting items from database and email system • Then leaving and setting up own business Key Cryoserver Functionality: • Permanent record of all email • Search within attachments defeating Bcc or ‘mistyped’ attachment names • Opportunity for retrospective analysis of historical data from varying platforms

  8. Problem and Cost Factors • Mail stores are reaching capacity • Mail server is performing slower • Problem / cost - historic email data • No practical mechanism of retrieval • Back-up is taking many hours, in some cases 18+ hrs • Backup tapes: • Very time consuming – one at a time • Recreate the whole environment • Discrete time periods at a time • Searching and retrieval - slow • Who is involved? • Audited? • Complete record? • Altered in any way?

  9. Cryoserver Software Appliance Managed Service ‘Cloud’

  10. Simple In-House Appliance

  11. Outlook Integration

  12. Mailbox Size Reduction - Clientless

  13. Daily Reports

  14. iPad / iPhone Interface

  15. Search

  16. Reply from App

  17. Summary Uses & Benefits 1) Speedy Dispute Resolution (Internal and External) • Mediation and risk reduction • Increased privacy and confidentiality for employees during email investigations 2) Long term document retention (10, 20, 30… 100 years into future) • Independence from mail system • Customer satisfaction • Respond (quickly) based on facts not conjecture • Identify vexatious customers • Powerful deterrent against misuse of electronic communications • Fraud detection • Post-event analysis of the Cryoserver repository

  18. Summary Uses & Benefits • High Evidential Weight • Practical tool for legal discovery • Easy fulfilment of subject access and regulatory requests • Day to day End User productivity savings • Searching one’s own historic emails and attachments • IT Savings • Reduced data storage costs • Reduced cost and effort: • No more resurrecting and searching backup tapes • End user requests dealt with by end users • Good corporate governance & compliance • Brand and reputation protection • Formal, audited procedures

  19. Thank yourobin@cryoserver.com

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