Archiving

A wide spectrum of regulations must be observed when deploying an  email archiving solution – commercial codes, financial reporting mandates and tax laws to name only a few. Regardless of which are relevant to your business, three fundamental questions must be addressed right from the start:

• What must be archived?
• How must it be archived?
• How long must it be stored?

Once the answers to these questions are well-understood, issues like inalterability, accessibility and retention timeframes – periods as long as 10 years or more are often compulsory – quickly move to the foreground. The need to separate mandate-relevant business content from irrelevant communication such as private correspondence and spam poses a further challenge.

Finally, because archived data must be available for immediate access at any time in the future, the need to provide an efficient, reliable search-and-retrieval facility becomes a last but critical priority. Auditors have become especially sensitive to this issue in recent years. Only a centralized, cross-functional process that tightly binds all of the necessary archiving steps into a single solution can respond to these complex requirements and at the same time deliver the high level of legal security

In a business environment where too much information is definitely not a good thing, iQ.Suite ensures no relevant business emails are lost and no unwanted  emails are kept. Intelligently sorting through all your emails, iQ.Suite distributes and archives according to your rules keeping you in compliance with Sarbanes Oxley audits and e-discovery guidelines.

An intelligent solution that lightens the load: iQ.Suite Store

Overflowing mailboxes have become an everyday occurrence in today‘s enterprise, with loss of productivity being the most common fallout. All too frequently, frustrated employees take matters into their own hands, reclaiming valuable storage space by archiving data locally, and sometimes even by deleting mission-critical correspondence en masse. While their frustration is understandable, such behavior is clearly in conflict with the business‘s long-term interests.

iQ.Suite Store is the intelligent solution. Its rule-based process centrally archives business-relevant  email on a defined schedule. Its server-based approach is key to relieving resource loads across your infrastructure:  email system response times noticeably improve, backup timeframes are significantly shortened and overflowing mailboxes become a thing of the past. Integrated singleinstance archiving technology additionally ensures that identical  email attachments are archived only once.

The reliable path to legal security: iQ.Suite Bridge

Email is the cornerstone of electronic business communication. And because proposals, contracts, invoices and other types of content sent via email often serve as the foundation for important business decisions, email communication in general has become of vital interest – especially because of its evidentiary value. As a result, archiving business-relevant email in a legally secure way has become a necessity.

iQ.Suite Bridge rises to this challenge by archiving incoming email at its point of entry – before it is delivered to end-users. Any possibility of manipulation is precluded right from the start. But the reverse – archiving outgoing email – is often overlooked. iQ.Suite Bridge‘s centralized process steps in here as well by archiving outgoing email at its point of exit before it leaves the enterprise.

Both comprehensive and tamper-proof, iQ.Suite Bridge‘s intelligent technology enables you to take a decisive step in the implementation of long-term archiving and simultaneously achieve an unequaled level of legal security.

Intelligent search and retrieval: iQ.Suite Find

The value of archived information can only be preserved as long as the ability to retrieve it in the future can be ensured. A decision to archive email thus presupposes the decision to ensure its future, on-demand accessibility. Specialized email “discovery” solutions use targeted search and rapid retrieval technology to make this possible.

iQ.Suite Find puts powerful yet intuitive discovery technology at your fingertips. Intelligent search parameters lead you quickly to your goal. A state-of-the- art search facility efficiently locates and retrieves the information you‘re looking for wherever it may be – whether in a mailbox or in the archive. A full text index of all archived data and attachments is also on board.

iQ.Suite Find thus delivers the last but crucial component in the email archiving process – ensuring that archived data can be quickly and reliably accessed at any time in the future.

The Problem:

Legal statutes and internal corporate policies require securely archiving all business-relevant email for auditing purposes. Worse, your archiving solution is currently desktop-based, making it difficult to ensure that all business-relevant data gets archived.

The Solution:

iQ.Suite’s rule-based approach lets you configure the archiving process to fit your business. iQ.Suite Store‘s completely server-based process archives all business-relevant email before it is delivered. Using iQ.Suite‘s rule-based policy engine, additional applications for spam and virus protection, encryption, filtering, etc., can be seamlessly integrated into the process to ensure that only business-relevant content is securely archived.

iQ.Suite also provides intuitive, powerful search functions that allow only pertinent information to be restored at any time. Freely configurable deletion settings automatically purge data that is no longer needed. These features protect your company from exposing any information not needed in an e-discovery search.

Additionally, iQ.Suite leverages an advanced Single-Instance Storage algorithm to ensure that identical attachments are only archived once. Optional compression of all archived data enables further reduction of storage requirements. So archiving is not only secure, but more efficient and costs less.

The Problem:

You need to safely archive your email with journaling for selected persons or groups ensuring that data remain confidential. Document and email archiving regulations stipulate revision-proof storage.

The Solution:

Using iQ.Suite and your company’s policies, you decide which business processes and communication partners should be included, and can specify access rights to archived emails. You specify the group of persons to be included in continuous journaling and also specify access rights to archived emails.

Emails are centrally stored in clearly defined, logical archives when they are initially delivered and can be transferred to an audit-proof, off-site archiving system at any time. Using the policy settings, you can also define which emails, if any, should be encrypted and supplemented with a digital signature. This guarantees that archived data cannot be modified. Selected personnel authorized to perform audits (e.g. for data privacy purposes) can monitor the keys being used.

By encrypting messages before placing them into a central storage location, iQ.Suite supports the requirements of ISO 9000. Only authorized persons can access the archived data. External and internal email can be retraced and verified.