MailMeter Retention Manager - granular control of email retention
Easily manage your email retention policy.
MailMeter Retention Manager is a flexible and powerful option for organizations that need more granular control of retention and destruction of email. It gives you the ability to create multiple retention categories and assign departments or specific users to different periods.
One of the greatest assets of an email archive is the control over the retention of messages in the archive.
- Protection from accidental or willful deletion.
- records for business transactions - orders, change orders, agreements, modifications, etc.
- to meet regulatory requirements - Sarbanes-Oxley, FINRA, HIPAA, BASEL II, etc.
Legal Hold for mailboxes and messages
You can automatically put a legal hold on a user's archive to prevent any message deletion. No need to inform the user to take any specific actions. The legal hold stays in place until it is released. Then all messages are controlled by the retention policy. Multiple legal holds can overlap.
Dynamic policy rules
MailMeter Retention Manager evaluates the policy rules each time it runs. If you change your retention policy, it is immediately put into effect.
Message Hold and Message Deletion
In combination with MailMeter Investigate, MailMeter Retention Manager can protect individual messages from deletion — instead of a hold on a user you can just hold specific messages. With MailMeter Investigate you can select messages from any search and "tag" them with a legal hold indicator. The tags can be related to specific cases or requests. When a case is completed the tags can be removed and the messages are purged according to the retention periods. Any message that is past its retention period is not displayable to any recipient - just to the Investigate user.
If there are messages that MUST be deleted from the archive immediately, MailMeter Investigate can identify them and MailMeter Retention Manager will purge them on its next scheduled run.
MailMeter Retention Manager in action
Set up the retention periods to match your policies.
Assign users to groups.
How MailMeter Retention Manager Works
MailMeter Retention Manager is a secured browser application that a user logs into (or is automatically logged in using Active Directory). The MailMeter Administrator grants access to Retention Manager.
In MailMeter Retention Manager it's easy to set up time periods for retention and assign users to these groups.
Destruction process
At scheduled intervals, a MailMeter Retention Manager process is released. It processes all emails and matches them to retention periods and groups. If a message matches, then the user linked to that single-instanced storage of the message is removed. When the last user link is removed, the message is removed from the archive.
Messages protected by legal hold are not deleted until the hold has been released. However, if the message has passed its retention period, it is not available to the individual user — but it is still available to the MailMeter Investigate user.
The destruction process can be run in simulation mode where the counts of messages to be deleted are displayed but no messages are removed from the archive.
Pricing
MailMeter Retention Manager permanent licensing is priced per active mailbox.
Annual Maintenance Fee: includes technical support
(email - live chat - phone), updates, upgrades, and fixes.
Remote Installation Assistance: WebEx session by our technical support team
- Validate completion of the pre-requisites including permissions and database connectivity
- Installation of MailMeter Retention Manager - assist you with wizards
- Review MailMeter Retention Manager set up and perform a test run.
