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Email Archiving

Message Archiving

For many businesses – particularly public companies and those in healthcare, financial services, law and insurance – monitoring, storing and retrieving email messages is now as important as keeping their financial records in order.

With Message Archiving, businesses gain control over the entire email network and can effectively manage their compliance efforts with a fully-managed service that is more cost-effective and efficient than cumbersome tape or CD backup solutions.

Regulatory and workplace compliance issues demand attention

Regulatory requirements, Court requests for e-discovery, the recently-enacted Federal Rules of Civil Procedure (FRCP) and industry standards are having a profound effect on how businesses manage electronic communications. Failing to adequately store and retrieve emails may expose these businesses and their officers to penalties, fines, and legal consequences such as destruction of evidence charges and adverse judgments.

Message Archiving

Message Continuity provides a wealth of features designed to keep communications flowing during outages.

  • SEC 17a-3 and 17a-4 – Broker/Dealers must retain records for up to 7 years
  • Gramm-Leach-Bliley Act – Companies must ensure security and confidentiality of customer data
  • Health Insurance Portability and Accountability Act (HIPAA) – Healthcare and healthcare-related organizations must retain patient information for 6 years.
  • Sarbanes-Oxley – Accounting firms that audit publicly traded companies must retain all related documents for 7 years

In addition, all businesses are at risk from issues workplace compliance issues like discrimination, harassment, and the loss or theft of proprietary information and intellectual property. Businesses with a proper surveillance and storage solution in place can adequately produce a paper trail in the event of a lawsuit.

Efficient email storage and retrieval

After filtering by the MX Logic® Email Defense Service to remove spam, viruses and other email threats, all valid emails are sent to the business. A copy of all inbound, outbound and internal email messages are then delivered to the Message Archiving system.

Through an easy-to-use Web interface, authorized users can view or filter e-mails using a set of search criteria, and search results are available online within seconds. When the required message is found, the original version – with all of its delivery information and attachments – can be viewed, printed or saved locally. The search function allows flexible search options such as retrieving emails across specific date ranges, using wildcard character search to look for specific words within subject lines, and looking for all emails from a specific domain (e.g., earthlink.net).

Keeping an eye on sensitive information

Unlike storage-only solutions, Message Archiving also provides a solution for managing the information flowing in and out of the organization via email. By scanning all inbound, outbound and internal email to identify sensitive or inappropriate content, the business can protect proprietary information and reduce the liability and risk associated with the delivery of inappropriate email content.

For more information on Email Archiving and Web security solutions, contact Syneteks at 888.757.3066 via email at support@syneteks.com, or submit an online inquiry.