Meeting Compliance Archival Requirements

Implementing email archiving is a mandatory liability in many business sectors now, brought on by a variety of compliance regulations. SecurExchange plays an important role in limiting potential exposure and containing the costs associated with email archiving, while still assuring that regulations are met.

Due to the shortcomings of many current email archive solutions for Exchange Server, or just a lack of understanding of the potential consequences, many organizations have adopted a policy of simply archiving every email. While this approach guarantees compliance it also means that large volumes of irrelevant, unregulated messages are also archived. Not only does this result in driving up storage and administrative costs unnecessarily, but it also provides tenacious regulators with the ability to find the "smoking gun" message, that in context did not need to be archived.

While its not a standalone archiving solution, SecurExchange does provide the ability to archive email on an "all inclusive" basis or "selectively" based on either inclusionary or exclusionary exception handling using any number of criteria including:

• Sender(s)
• Recipients(s)
• Subject or other message header fields, and/or
• Content-based, or
• Inbound, outbound, or internal message direction

Thus, items like personal, non-business related and system generated acknowledgement (delivery/read receipts, etc.) messages can be excluded from the archive. SecurExchange puts you in control of what does and does not get archived.

These advanced capabilities allow you to set archive rules that are consistent with both regulatory and internal policies. Aside from any compliance requirement you may want to guarantee a corporate record of all email communication with specific business partners or customers – protecting the organization in the event of either deliberate or inadvertent loss (deletion) of a message. With SecurExchange it’s as simple as monitoring incoming and outgoing messages for either a sender or recipient address containing the email domain of your partner or customer and applying the "Archive" Smart Action Trigger. You could even monitor internal email for references to those partners or customers or, using ICA and Concept Monitoring, for projects that relate to them and include those in the archive.

Archived messages are automatically written to your MS SQL or ODBC-compliant database. In some cases, SecurExchange’s selective archive functionality is useful to filter and preprocess messages destined for an independent corporate email archive system. For even more flexibility SecurExchange allows email archiving to "logical" locations such as an Exchange Server public folder or specific mailbox.

A number of the SecurExchange Family of products can address Compliance and Archival issues:

To find out more about protecting your Exchange Server environment and dealing with your business email challenges, visit Nemx SecurExchange or contact us today!

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