Regulatory compliance is an increasingly important concern for businesses across the world, especially those who deal with the private data of European citizens no matter where they are headquartered or operational. The GDPR, which “goes live” on 25th May 2018, will enshrine this compliance in a uniform manner. Meanwhile the amount of data collected, processed and stored by businesses has increased exponentially over the past decade, legal requirements regarding how this data should be treated have also increased.
At some point or another, almost all of us have felt the pang of regret after hitting the send button. Maybe you have sent the mail to the wrong John Smith, accidentally cc’d in the client you are discussing or just realised that the email was a bad idea in the first place.
Luckily, Microsoft Outlook includes a feature which can help you avoid these situations. The delay email feature adds a delay between clicking the send button and actually delivering the mail, allowing you enough time to cancel the message.
Data backup and data archive are two terms which are often mentioned in the same breath and on the surface may seem to be almost analogous. After all, they both involve making a copy of a business’s data for future use. However, that is where the similarities end.
A backup and an archive are actually used for completely different purposes and are quite different in a number of ways. Below, we have highlighted some of the key differences between a backup and an archive and the critical common features which are important in both.
Email is ubiquitous in our society and this is particularly true of the workplace where it is still the most common form of communication for many workers. With the increased regulation around Data Protection and the implementation of the GDPR in May 2018, the doubts around security, audit trail and compliance capabilities of instant messaging applications will see Email stay as the preferred business communication tool for the foreseeable future.
The adoption of Cloud computing is one of the most talked about topics in the IT industry at present. Whether they are making the move to a Cloud infrastructure, deploying software or simply storing and backing up files in the Cloud, companies are increasingly concerning themselves with how cloud computing can be of benefit to their business.
Below, we have compiled some of the latest statistics, facts and updates on the state of the Cloud computing industry from research which has caught our attention over the past few months.
2017 – Preparing for Massive Change
As 2017 kicks off, we look at the anticipated Top 7 Data Challenges companies will face this year.
Data now concerns not only the IT decision makers but is the lifeblood of 21st century business, having ramifications for the C Suite, Compliance, Finance, HR and Legal decision makers. How data is processed and handled, how much of it exists, what type of data (and where it resides) and what sort of storage and bandwidth it consumes now has business-wide importance.
- GDPR – the harmonisation of legislation on EU data protection becomes law in May 2018 – has your organisation started to plan for this? Massive fines of up to €20 million will provide plenty of incentive.
- Cloud Migration has become almost ubiquitous – do you get the insight to know what data should move?
- Moving to Office 365 The most popular app in the business world has potentially expensive holes….are you aware of the compliance gaps for the basic Plan levels?
- Holistic views of your email and file data – how well do you know your current data estate? What you don’t know certainly can hurt you!
- Increased Compliance and Retention Requirements – aside from GDPR, there is a changing landscape in terms of Data residency and retention. Does your business know where your data resides and how secure it is?
- Storage Growth – do you have a strategy to deal with data sprawl? With MIFID 2 coming in Jan 18 – exponential data growth is coming as companies save the required media and files to remain compliant.
- Security and Privacy – this year will see more challenges as hacker threats multiply – no longer the preserve of IT departments, breaches are front page news stories now and the loss of reputation can be at least as damaging as the potential fines levied. Can you afford to take a chance with data security?
If you would like to discuss any of these challenges in detail with our Data Management experts, contact us now.
Command Prompt is one of the most powerful tools in any version of Windows as any regular user will tell you. However, one drawback is that it is not exactly user-friendly and is simply not as intuitive as the Windows GUI.
However, with a bit of knowledge and a few tips, Command Prompt is a whole lot easier to use. Below, we have outlined some of our favorite tips, tricks and shortcuts in Command Prompt to save you some time or just make the experience a little less frustrating.
Going forward, we need to think outside the box, raise the bar and get granular when it comes to email. If you aren’t cringing yet, you should be! Business clichés are easy to get caught up in, but over time they lose their meaning.
Did you know we can spend a whopping 6 hours a day checking and responding to email? It has to be one of the biggest distractions when it comes to getting stuff done. It can pull you away from important work to all kinds of random micro tasks in a matter of seconds.
The good news is, there are a few things you can do to reduce the amount of time you spend emailing. Below, we have listed some of our favorite tips.
MailMeter from Waterford Technologies helps organisations quickly and securely address needs created by government regulations such as FOI, GLBA, Data Protection Act, Basel II and others that require all emails to be stored in a tamper-proof, easily accessible location and to be delivered within 24 hours.
If your business does not have a way to quickly and easily produce email records on demand, capture audit trail or perform random reviews, you could be facing a very large legal fee, a fine or possible even criminal penalties.
Mail servers were not meant as a long term records storage and retrieval system. An email archiving solution such as MailMeter makes it easy to meet compliance regulations and deliver responses to requested information.
MailMeter Archive takes a few hours to install and does not require any major process changes in your organisation. MailMeter creates an email archive from which you can search data across all mailboxes over any time period.
Also you can efficiently perform advanced searches by using wildcard, Boolean, or proximity search techniques. MailMeter also offers random email reviews, audit trails, and word list searching.
Since MailMeter captures every incoming, outgoing and internal company email and stores them in a tamper proof, separate location from your email server, you will be able to be in compliance with regulations.
MailMeter will also help you establish and enforce “controls” or measurable policies on all aspects of your company’s email communications to improve your business overall.
MailMeter will also help your company to meet regulatory requirements by providing secure storage, an easy retrieval mechanism, a visible control system and audit trails to manage patient, financial or other email records.
MailMeter offers a flexible and powerful solution to manage your email records. You can set retention policies or litigation hold based on groups of users, age or content of messages in the archive assuring messages are deleted or protected to meet your compliance and legal needs.
MailMeter Investigate helps to cut the cost of eDiscovery requests. Our intelligent software allows you to forensically search through thousands of emails with ease, saving you huge amounts of time when it comes to looking for that critical email.
When it comes to litigation, eDiscovery is one of the most expensive aspects of the process. MailMeter Insight cuts out the expensive costs of paralegals and gives you the power to gain control over your eDiscovery.
How MailMeter Investigate Helps
MailMeter Investigate saves you time and helps you to cut down on your external resources. Keep everything in house and have your emails reviewed by internal staff who can then export the important information for external review.
With an external service you would have to wait days for results. With our eDisocvery software, you are able to get to the information you need quickly – it’s that simple. Let our software do the leg work for you.
A Benefits Summary of our Email Discovery Software
- MailMeter Investigate gives you powerful support for internal email discovery; you can gain insight into issues and have evidence ready to hand with minimal effort
- MailMeter Investigate reduces or removes the expense involved in outsourcing discovery requests
- Our solution cuts down on tedious searches that can be time consuming and waste internal resources
- Our eDiscovery software can be used by non-technical staff and it is built to be user friendly
How MailMeter Investigate is used by Our Clients
- E-Discovery and legal research:Preparing to go to court, responding to opposing counsel discovery requests, researching to avoid a lawsuit or dismiss an action
- Internal investigations:A manager requesting to see email from one or more employees due to suspicions of improper activity. HR can get evidence for employee discipline and dismissals, and they can get to the truth for claims of harassment and discrimination (and just as easily defend against false email claims)
- Knowledge transfer:Finding specific information from former employees or previous customer interactions to support current business
- Policy and productivity:Ensuring policies are not broken and that employees are being productive by performing random searches of keyword lists
For a full explanation on how our email archiving software can help you with your eDiscovery needs, view our MailMeter product page. You can also contact us for more information and our sales team can talk you through your options.