Enterprise Email Management

Enterprise Email Management - Compliance Archiving - Discovery

The Enforcer is a robust and scalable email management solution that addresses the significant complexities of email archiving and compliance in small and large organizations.  The benefits of using Enforcer are effective risk mitigation, improved responsiveness, and a reduction in costs associated with manually managing email compliance.

 

End User Archiving

Reduce primary mail storage requirements by moving email to secondary archive servers, while providing end users with transparent access to archived email

  • Capture and archive email directly from the users mailbox based on groups and users, and various mail criteria
  • Provide users with the ability to archive their own messages and attachments
  • Replace archived email with a stub to provide transparent access to archived documents and attachments
  • Store only a single instance of messages and attachments reducing storage requirements
  • Pre-capture messages, sending only the message stub, for any message meeting a predefined set of criteria
  • Manage the retention periods of all mail based on groups and users, and various mail criteria

 

Compliance Archiving

Improve your email compliance readiness by capturing and securing a copy of all, or specified email prior to delivery to users mailboxes

  • Administer and fulfill all corporate email retention requirements with prudence
  • Selectively capture and archive specific or all email at the router in real time based on a predefined set of criteria (target specific users/departments)
  • Quarantine email based upon multiple criteria
  • Eliminate reliance on the Domino journal to reduce Notes server load
  • Overcome management issues surrounding Domino journal content
  • Store archived data in a binary format to protect authenticity
  • Lock email from deletions and alterations

 

Email Discovery

Respond quickly and accurately to email search requests, in support of legal compliance, and other corporate discovery initiatives.

  • The Discovery Portal is the interface where search requests are created, and the results are delivered
  • The Discovery Portal enables the ability to create very complex queries that can run against all or specified portions of your email infrastructure; effectively searching for messages and attachments using any combination of message attributes and content
  • The Enforcer also provides the ability to perform federated searches, allowing the simultaneous search of multiple servers.  Search requests are distributed to each server, expediting the search process while delivering aggregated search results.
  • Search results can be held in discovery repositories facilitating for further investigation, and/or distribution
  • Monitor and manage email content to prevent the dissemination of sensitive and inappropriate content
  • Enforce email policies specific to your organizations standards and rules for acceptable email use

 

Email Policy Enforcement

Monitor and manage email content to prevent the dissemination of sensitive and inappropriate content

  • Enforce email policies specific to your organizations standards and rules for acceptable email use

  

Technical Overview

Compliance and end-user archiving are data intensive processes. The success of implementing email control solutions to the enterprise is directly tied to the performance, flexibility, and scalability of the solution. 

Architecture

  • Enforcer archives can be deployed as relational or Domino databases
  • Archive servers contain the repositories for both end user archives and compliance archives
  • Multiple Enforcer archives can be deployed to address geographical. Technical, or other business needs
  • Enforcer archives can be configured for redundancy and failover
  • The archive queue task is also written to the Domino C-API and deployed on all mail servers
  • The queue process handles archive searches, requests to store mail from the archive back to a primary mailbox, and real time compliance archiving
  • The search portal interfaces with the queue process to perform the discovery
  • Cross platform support

Archive Process

  • All mail servers run a multi-threaded archive extractor process
  • The Archive extractor is written to the Domino C-API enabling high performance and scalability
  • The archive extractor archives email according to the schedules and rules you define
  • Email is archived prior to delivery capturing and preserving business records in full fidelity
  • The Enforcer is managed centrally from a single domino server where all email retention policies are easily created, deployed and enforced
  • One or more archive servers can be utilized to accommodate corporate structure and geography
  • The control server interface includes configuration and management functions including addition of new servers, centralized logging, and end user management
  • Enable policy-based security to ensure archived data is automatically and systematically safeguarded

Solution Management

  • The Enforcer is managed centrally from a single domino server where all email retention policies are easily created, deployed and enforced
  • One or more archive servers can be utilized to accommodate corporate structure and geography
  • The control server interface includes configuration and management functions including addition of new servers, centralized logging, and end user management
  • Enable policy-based security to ensure archived data is automatically and systematically safeguarded