Exchange Email Compliance & Archiving Services
Protect your company from the legal and operational consequences of losing valuable information. Email is the leading form of business communication, with volumes growing by 42% annually. To help store, manage and monitor email data in a more structured, and auditable way, Apptix offers a comprehensive solution to support your Exchange email archiving and compliance needs.
Advanced Exchange Email Compliance & Archiving Services
With today's strict regulatory, legal and everyday business requirements, the demands on organizations to maintain email record keeping have never been more stringent. Advanced Archiving and Compliance stores, manages and monitors email data in a more structured and auditable way. These services are ideal for companies in highly-regulated industries, such as financial and healthcare.
Preserve your Reputation, Integrity & Control
Federal and state courts increasingly require the production of relevant electronic documents in specific legal cases, including email with attachments. Apptix Advanced Archiving & Compliance services offer a corporate email compliance and archiving solution that protects you and your employees. The advanced Archiving and Compliance Services are made up of Message Archiver and Compliance Reviewer tools.
Message Archiver
Sophisticated archiving technology from Apptix enables your company to store a copy of all inbound and outbound email messages in a unified repository. You manage all company email online from a secure, Web-based application, and can instantly access any message to view, print, download, or forward.
Key features include:
- Integrates seamlessly with the Apptix hosted Exchange service to capture all incoming, outgoing, and internal email
- Accessible to users via any secure Web browser, anytime
- Enables users to instantly view, organize, reply to, forward, print, and download any current or historical email
- Provides exclusive, individual logins, enabling each employee to securely access their email
- Imports existing email
- Delivers National Security Association-level encryption for protection of email records
- Offers the ability to set filters to display or ignore spam
- Enables user-defined folders to categorize email for organizational or litigation purposes
- Serializes, time-date stamps, and authenticates email records via write-verification
Compliance Reviewer
Compliance Reviewer works with Message Archiver to help reduce your company's liability against email distributed via your email system. As part of a comprehensive Compliance and Archiving service, Compliance Reviewer monitors your company's policies and procedures, enforces them, and supports compliance with regulatory and corporate mandates.
How Email Archiving and Compliance Works
Compliance Reviewer uses WORM (Write Once, Read Many) backup with write-verification to ensure message integrity and authenticity. Within the system, your company can implement a flexible, multi-tier email monitoring system, consisting of Reviewer(s) and Super Reviewer(s), to review flagged email. With Compliance Reviewer, any user’s email can be flagged for review using any combination of the following methods:
- Real-time import scanning for keyword or phrase violations (a list of suggested words is provided)
- Structured query, using various search criteria
- Defined random sampling rules (by user, user group, company as a whole)
A Reviewer (typically the owner, manager, or HR personnel) can instantly retrieve flagged email for review, and can then evaluate and select the appropriate action icon to log the status of the email. A first-level Reviewer may escalate non-compliant emails to a Super Reviewer for further evaluation.
Key features include:
- Access to advanced monitoring and review functions via any secure Web browser
- Automated flagging of email based on import scanning, structured query or random sampling
- Review of email messages and attachments, or rapid review of headers only—with virtually no latency
- Application of keyword flagging rules to all or any complication of incoming, internal and outgoing email
- Highlighted keyword search results within the email for quick reference
- Customizable keyword list for import scanning, which can exclude specific words and phrases (e.g. disclaimers)
- Ability of Reviewer to log email review history with action icons and predefined/issue-specific comments
- Reviewer-defined folders to categorize email for organizational or litigation purposes, with fast export to CD
- Detailed time-stamped logs with audit trail history or each executed review and related actions taken
Pricing
Advanced Compliance & Archiving Service
Monthly User Fees- Minimum fee: $50.00/month (includes up to 5 users)
- Additional per-user fee: $10.00/month per each additional user
Note: Archive storage in unlimited
You must be a subscriber of Apptix hosted Exchange email services to activate advanced compliance and archiving services.
Set-up fee: Apptix charges a one-time fee of $10.00 per user. This fee includes the set-up and configuration of the archive/monitoring system, and initial customer training. You may select to activate archiving services for your entire organization, or for specific users only.
