How MailMeter Investigate Helps You with eDiscovery

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.

Full Capture

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.

Retention Management

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

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.

Did Lost Email Lose the Presidency?

Hillary Clinton Gives Testimony on Email

Photo credit C-SPAN.org

Did Lost Email Lose Hillary the Presidency?

By Paul Coyle – Waterford Technologies

While the world reconciles itself to the unexpected outcome of the US presidential election this week, the questions about why this unpredicted upset came about are already flooding our newsfeeds across all media. With overwhelming betting odds on a Clinton victory on the day of the actual election, it was certainly an outcome that almost nobody could foresee across the globe.

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Does File Server Archiving Software Give More Than Just Archiving?

FileArchiver Delivers Much More Than Just File Archiving

Fiona Mulvaney – Waterford Technologies

Traditionally, many people view a file archiving solution as purely a solution that reduces the space on an organization’s file servers. But can file server archiving deliver more than just space savings? Based on our discussions with our customers, our archiving solution FileArchiver is delivering much more than just archiving to their businesses.

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Implementing an Email policy In Your Organization: 4 Key Steps

Implementing an email policy in your organization

Why your organization needs an email policy

Email has quickly become one of the most used business tools over the past couple of decades. While the benefits of email are clear to see, the sheer volume of messages sent and received ona  daily basis makes the prospect of monitoring communications daunting. This is why implementing an email policy is so essential.

The best policies are created specific to the industry, size of organization, corporate culture and overall importance of using email as a critical communication tool. Regardless of the scope and restrictions of the policy, most companies lack the ability to enforce their policy if they have no awareness of when, how or by whom a policy is being broken.

This way management can directly and immediately address policy violations, educate users, and create or adjust policies based on actual company usage. This cycle of active management, user education and policy optimization is the only way to improve the business and reduce risk in the long term.

How to implement an email policy in your organization

1. Policy Communication

Any policy will be effective only to the extent it is communicated effectively. Accordingly, any policy should be distributed in writing to existing employees and new hires and it should be readily available on-line via the company’s intranet.

Inclusion in employee handbooks, manuals and stand-alone policies is also appropriate. The policy may also be incorporated into any employee training on correct and permitted use of the company’s resources and electronic systems.

Personnel who will monitor and administer the policy should also be trained in order to ensure consistent application. Additionally, this policy should be reviewed and updated at least annually or when faults or omissions the policy are detected.

2. Consistency

Policies on electronic communications should be consistent with an employer’s other policies, such as those concerning computer network usage, use of the company’s name, telephone monitoring, antitrust, searches of office space, discrimination and discipline.

They should also be in compliance with applicable federal, state or local laws regarding electronic monitoring. Any procedures or disciplinary consequences arising from breaches of the policy should also be made clear and enforced consistently.

3. Consent to Monitor

In the United States, the Electronic Communications Privacy Act establishes that employees should have no expectation to or right of privacy in the workplace because all equipment and systems used in the workplace belong to the employer.

The situation in the European Union is a little less clear, where local and European data protection laws may both be relevant and in some cases even conflict. Here, a balance between the interests of the employer and the employee’s right to privacy may be required.

Regardless of jurisdiction, employers should require all new and existing employees to sign an email policy which gives them explicit consent to conduct email monitoring, and not merely provide an acknowledgement that such monitoring will occur during the course of employment.

4. Minimize Negative Impact

Regardless of the specifics of the your organization’s email policy, it should be presented to employees with an eye toward maintaining a positive relationship between the employee and employer. Monitoring of email conversations may foster an atmosphere of distrust and resentment.

Therefore, employers should present the monitoring program as part of an overall security program, advising employees that monitoring activities are being instituted as a necessary tool aimed at helping them in their jobs and responding efficiently and effectively to business needs.

If you are considering introducing an email policy, read our sample email policy blog post for details on what to include.

What is eDiscovery & Why Does It Matter?

 What is involved in the eDiscovery Process?

Gary White – Waterford Technologies
E-discovery (electronic discovery) refers to discovery in legal or government investigations which relate to the exchange of information in electronic format. This data is subject to regional and national rules and set internal processes. Legal representatives will then identify the relevant data for legal hold which then needs to be extracted, analysed and exported for review.

The eDiscovery Process

Electronic information is considered different from paper information because of its intangible form, volume, transience and persistence. Electronic information is usually accompanied by metadata that is not found in paper documents and that can play an important part as evidence (for example the date and time a document was written could be useful in a copyright case).

The preservation of metadata from electronic documents creates special challenges to prevent spoliation. In the United States, electronic discovery was the subject of amendments to the Federal Rules of Civil Procedure (FRCP), effective December 1, 2006, as amended to December 1, 2010.[2] In addition, state law now frequently also addresses issues relating to electronic discovery. Other jurisdictions around the world also have rules relating to electronic discovery, including Part 31 of the Civil Procedure Rules in England and Wales.

The identification phase is when potential documents are identified for further review. Custodians who are in possession of potentially relevant information or documents are identified. To ensure a complete identification of data sources, data mapping techniques are often employed. Since the scope of data can be overwhelming in this phase, attempts are made to reduce the overall scope during this phase – such as limiting the identification of documents to a certain date range or search term(s) to avoid an overly time consuming request.

This in itself requires a huge amount of financial commitment by an externally appointed organisation but also a huge time and resource commitment from the company in question to provide the relevant information in a timely manner whilst also managing to complete and maintain their usual duties. Some companies have software in place to quickly identify the groups, date ranges, keywords etc relevant and begin the collection process immediately. Other companies may need to call in a digital forensics expert to prevent the spoliation of data. The size and scale of this collection is determined by the identification phase.

Although thankfully this situation is very infrequent, the cost and consequences of such an investigation can be crippling not only financially but also to the overall reputation of an organisation. Also the numbers of different people both internally and externally that may be involved in an electronic discovery project: lawyers for both parties, forensic specialists, IT managers, and records managers, amongst others.

An eDiscovery Solution

A comprehensive archiving and compliance software package can allow organisations the safety net and comfort of having a system installed and ready for any potential investigations, modern processing tools can also employ advanced analytic tools to help document reviewers more accurately identify potentially relevant documents quickly and cost efficiently, whilst also achieving cost and time savings to other business critical elements of their organisations. These systems can also provide business critical analysis reporting for specific departments to ensure relevant internal and legal procedures are being adhered to in the first place.

Some archiving systems apply a unique code or digital stamp to each archived message to establish authenticity. The systems prevent alterations to original messages, messages cannot be deleted, and the messages cannot be accessed by unauthorized persons.

Deletion or claims of non-retained electronic records are not enough and are often viewed by the  court that the defendant deliberately acted in destroying relevant information and failing to follow the instructions and demonstrate care on preserving and recovering key documents(example below).

In 2006, the U.S. Supreme Court’s amendments to the Federal Rules of Civil Procedure created a category for electronic records that, for the first time, explicitly named emails and instant message chats as likely records to be archived and produced when relevant. One type of preservation problem arose during the Zubulake v. UBS Warburg LLC lawsuit. Throughout the case, the plaintiff claimed that the evidence needed to prove the case existed in emails stored on UBS’ own computer systems. Because the emails requested were either never found or destroyed, the court found that it was more likely that they existed than not. The court found that while the corporation’s counsel directed that all potential discovery evidence, including emails, be preserved, the staff that the directive applied to did not follow through. This resulted in significant sanctions against UBS. (Awarded $29.3 Million Dollars) (Source, http://en.wikipedia.org/wiki/Zubulake_v._UBS_Warburg )

If you would like to learn more about how MailMeter can help you with eDiscovery in your organization find some information here https://www.waterfordtechnologies.com/

Spring Cleaning Your File servers

Spring clean file servers
Jessica Bakkers – Waterford Technologies

Spring is in air and warmer weather is just around the corner which means the tradition of spring cleaning is almost upon us! While you are following the tradition of deep cleaning your homes, cars and offices, you can certainly add your file servers to the list too.

While it can certainly be a challenge to find the time to address server storage issues, there are some real benefits to adding this task to your list.

Why a spring clean is necessary

File servers can often fill up quicker than expected and before you know it your server is bursting at the seams with duplicate and obsolete files. In fact, it is estimated that after just three years, around 50% of the files stored on your server are no longer accessed at all.

Of the data stored on your server, as much as 80% of it may be redundant and duplicate files could account for 20% of overall storage.

Imagine renting a storage space. When you first rent your storage unit, it is room, well organized and easy to maneuver around. Over the next few years, more and more items are added and the storage space becomes less and less organized.

After some time, your storage unit is bursting at the seams, there is no space for new items and anything stored at the back cannot be easily retrieved. Ideally, rather than renting a second storage unit, you would go through the existing unit, reorganize it and clean out the junk.

Your approach to your file servers should be no different.

The problem with storing obsolete data

The general solution that is often employed is to simply buy more storage when the existing servers can no longer cope with the amount of data. However, this approach lacks efficiency and can end up costing more money in the long run as the cycle of overfilled storage will repeat itself.

Eventually, you will end up with outrageous storage costs due to the large amount of obsolete, redundant and duplicate data retained. Storing large amounts of unneeded data could also end up being detrimental to business operations and your organization’s infrastructure.

This will also impact on your backup costs and times and you are needlessly creating backups of unnecessary data.

File archiving is the solution

The good news is that there is a way to break the cycle and save your business time and money in the long run. A file archiving solution is one of the best ways to manage your company’s files easily and efficiently and take back control of your file storage system.

As much as 90% of the total space consumed on your file server is from old, duplicate and obsolete files that will rarely be accessed again. These files should not take up space on expensive tier 1 storage and in the case of duplicate data should be deleted entirely.

With a policy based file archiving solution, you can choose which files are moved to the archive and when. Old files can be automatically written to cheap disk storage leaving behind a 1k shortcut stub. The best part: the end-user’s experience is seamless.

Archived files are compressed, encrypted, deduplicated and stored for automatic and quick retrieval with no impact on operations.

Try our file archiving solution for free

Not convinced of the benefits of a file archiving solution? Download a copy of File Analyzer Lite for free today and gain an insight into how your storage is being used and how much space you could save by using archiving software.

For more information on FileArchiver from Waterford Technologies, get in touch with the team today to organize a free demonstration and learn how file archiving could help your business by clicking here.

Waterford Technologies helps local government reduce email footprint by more than 50%

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Managing Growth Without Increasing TCO!

Mark Mulcahy – Waterford Technologies

As you’d expect local government are often dealing with a lot of emails – all of which they have legal requirements to keep but, at the same time, are taking up a great deal of space on their servers. Waterford Technologies’ email and file archiving solutions are perfect for reducing local government’s email footprints.

Continue reading “Waterford Technologies helps local government reduce email footprint by more than 50%”