Exchange Email Compliance & Archiving Services

Top Advanced Compliance & Email Archiving Services

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 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 and Global Relay 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 Archival 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

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Pricing

Advanced Compliance & Archiving Service
Monthly User Fees

• Minimum fee: $200.00/month (includes up to 20 users and a monthly allowance of 100MB of data transfer* to archive storage per user)
• Additional per-user fee: $10.00/month per each additional user (includes 100MB of transfer to archive storage per user, aggregated organization-wide)
• Additional monthly transfer fee: $85.00 per each additional GB (This fee is charged when the total volume of transfer, for an entire organization, rises above the total storage allocation. This is a one-time monthly fee charged in GB increments only.)

Note: There is NO limit, and NO charges apply to the total archiving storage used.

You must be a subscriber of Apptix hosted Exchange email services to activate advanced compliance and archiving services.

Set-up fee: This is a one-time fee that includes the set-up and configuration of the archive/monitoring system, a dedicated NOS WORM drive, and initial customer training. You may select to activate archiving services for your entire organization, or for specific users:

• 1-25 users: $195.00
• 26-75 users: $495.00
• Over 75 users: Please contact Sales at .

Legacy email import into the archive: $85.00/GB (fee is based on the combined volume of email for the entire organization)

*How Transfer is Calculated

Transfer usage is calculated based upon the total volume of data transferred from your company’s Exchange mailboxes to the archiving storage, NOT upon the data stored within your Exchange mailboxes or in the archiving storage itself. For nearly all companies, the transfer usage is covered by the base amount included within your specific plan.

The transfer amount is calculated on a monthly basis, aggregated at the organization level, and is normally much less than the total aggregated Exchange mailbox space used within the same period of time. This is because messages are transferred and stored in archive storage without duplication.

For example: A single email message sent to five co-workers is stored in your individual Exchange mailboxes as five individual email messages. When transferred through the compliance and archiving solution, it is done as a single record; therefore, the transfer amount is five times less than the amount of storage used in the Exchange mailboxes.

Top

Basic Archiving Services for Email

Increase your email storage capacity and management capabilities

Sophisticated archiving technology from Apptix and Global Relay 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.

Message Archiver

Message Archiver automatically captures an indelible copy of every email and attachment so you never lose your email. It also offers a simple, timesaving email search and retrieval process to provide users with rapid access to current and historical email records, even if their original email has been deleted from Exchange servers.

Message Archiver offers a simple, intuitive, Web-based user interface. Users can access Message Archiver from any secure location—whether in the office, working from home, or on the road. For more effective searching, Message Archiver can find email messages based any combination of the following search criteria: Year, Date Range, From, To/Cc, Subject, Keyword, and attachment filename.

Key features include:

• Integrates seamlessly with Apptix Email Exchange Hosting 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, or 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

Please note that the Basic Archiving Service is NOT a compliance solution, and does not provide a tamperproof dedicated WORM (Write Once, Read Many) drive. If you require this functionality, please review our Advanced Compliance and Archiving Service.

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Pricing

Basic Archiving Service

Monthly User Fees

• Minimum fee: $40.00/month (includes up to 5 users and a monthly allowance of 100MB of data transfer* to archive storage per user )
• Additional per-user fee: $10.00/month per each additional user (fee includes 100MB of transfer to archive storage, per user aggregated organization-wide)
• Additional monthly transfer fee: $85.00 per each additional GB (This fee is charged when the total volume of transfer, for an entire organization, rises above the total storage allocation. This is a one-time monthly fee charged in GB increments only.)

Note: There is NO limit, and NO charges apply to the total archiving storage used.

You must be a subscriber of Apptix hosted Exchange email services to activate basic archiving services.

Set-up fee: This is a one-time set-up fee that includes the set-up and configuration of the archive system and initial customer training. You may select to activate archiving services for your entire organization or for specific users:

• 1-10 users: $95.00 flat fee
• 11-20 users: $195.00 flat fee
• 21-75 users: $395.00 flat fee
• Over 75 users: Please contact Apptix Sales at

Legacy email import into the archive: $85.00/GB (fee based on the combined volume of email for the entire organization)

*How Transfer is Calculated

Transfer usage is calculated based upon the total volume of data transferred from your company’s Exchange mailboxes to the archiving storage, NOT upon the data stored within your Exchange mailboxes or in the archiving storage itself. For nearly all companies, the transfer usage is covered by the base amount included within your specific plan.

The transfer amount is calculated on a monthly basis, aggregated at the organization level, and is normally much less than the total aggregated Exchange mailbox space used within the same period of time. This is because messages are transferred and stored in archive storage without duplication.

For example: A single email message sent to five co-workers is stored in your individual Exchange mailboxes as five individual email messages. When transferred through the compliance and archiving solution, it is done as a single record; therefore the transfer amount is five times less than the amount of storage used in the Exchange mailboxes.

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