Storage and BackupCritical
corporate information is scattered across the mailboxes of employees in
different teams and departments. Moreover, as employees come and go,
computers keep crashing, and email keeps piling up in inboxes, this
information is suspect to get lost or simply become untraceable. Email
archiving from HyperOffice lets you automatically store, index and
backup all email coursing through the multiple user accounts in the
company in a centralized repository for as long as you like. Companies
can bury fears of losing or being unable to retrieve important
communications. All company email messages that were ever sent or
received, attachments, or even deleted emails are secured, and
retrievable through advanced email discovery tools.
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Email Discovery
Electronic
discovery (also called e-discovery or ediscovery) refers to any process
in which electronic data is secured and sought with the intent of using
it for litigation, compliance, or internal inquiries related to
corporate governance. In these litigious times, discovery can form a big
part of the legal costs if electronic data is not managed properly.
Since email and email attachments form a major part of electronic data
in an organization, companies unprepared for email discovery requests
may find themselves expending substantial resources and effort to fulfil
these requests. Email discovery may also be necessitated by internal HR
inquiries, or simply team managers looking for important business data.
HyperOffice’s hosted email archiving solution allows companies to store and
secure all company email records and attachments, which can be instantly
searched and audited.
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| Advanced email search and discovery tools let the
administrator instantly search all company emails by a variety of
criteria such as user, date, subject, sender, receiver and more. Each
email record is inalterably stamped with time and owner to enable
auditing. |
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Compliance
Many
SMBs are of the impression that the regulatory requirement of keeping
all company email records for a certain number of years, falls only on
enterprises. This is not true, as increasingly stringent regulations as
bringing an ever greater number of SMBs under the purview of Acts such
as HIPAA, Sarbanes-Oxley, FRCP, FINRA or SEC. Companies may be affected
by one or more of the following regulations, which require corporate
policies and procedures for retention of email records.
- HIPAA.
The Health Insurance Portability and Accountability Act (HIPAA) of 1996
requires all organizations that manage Protected Health Information
(PHI) to safeguard the privacy and security of their data, including
email. It is common misperception that this Act relates only to
healthcare organizations. Any organization that sends or receives
Personal Health Information is subject to this legislation.
- Sarbanes-Oxley (SOX).
Section 802 of the Sarbanes-Oxley Act mandates auditors to retain
auditing information for a period of 7 years, which can be in the form
of electronic records like email. Section 302 of the Act requires the
CEO and CFO of a public company to personally certify and attest to the
accuracy of their company's financial statements contained in periodic
reports. Section 404 requires auditors to certify the underlying
controls and processes that companies use to reach financial results.
- FRCP.
The Federal Rules of Civil Procedure (FRCP) govern civil legal
procedure in the US district courts. New amendments to the Procedure in
2006 address the retention and discovery of electronically stored
information, specifically FRCP 26(b)(5) and FRCP 34(b). FCRP 26(b)5
deals with General Provisions Governing Discovery; Duty of Disclosure;
Discovery Scope and Limits; and Claims of Privilege or Protection of
Trial Preparation Materials. FRCP 34(b) focuses on the Production of
Documents, Electronically Stored Information and Things.
- SEC and FINRA.
The Securities and Exchange Commission (SEC) and the Financial Industry
Regulatory Authority (FINRA) were created in July 2007 to regulate the
financial services industry. A number of overlapping guidelines like SEC
17a-3 and 17a-4, NASD 3010 and 3110, NYSE 342, 440 & 442 and SEC
RIA 204-2 and 206(4)-7, require that electronic records be retained for a
period of 3-6 on tamperproof, non-alterable media, and be indexed, time
stamped and audit ready.
HyperOffice’s email archiving solution allows SMBs to proactively be legally-compliant and prepare for regulatory requests.
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Features- Administrator level archive. All
the email communications that ever pass through the company are
archived in a centralized repository controlled by the administrator.
The administrator can quickly conduct searches across multiple mailboxes
to serve discovery requests.
- Personal archive. Each
user has access to a personalized archive which contains all the emails
that passed through their account, irrespective of whether a record was
deleted.
- Search and discovery. Advanced
discovery tools allow the administrators and users to instantly search
the archive on a variety of criteria – user, sender, receiver, subject,
data and more.
- Outlook integration. Since HyperOffice includes Outlook email synchronization, users can also archive their Outlook emails and access them online.
- Backup. HyperOffice
continuously backs up mailboxes and archives in the background to
ensure that no important corporate communication is ever lost.
For pricing please contact sales.
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