Category Archives: Archiving & Regulatory Retention

Secure File Delivery with an Audit Trail

My Docs Online has enhanced its web-based secure file delivery feature to add additional controls and a comprehensive delivery audit trail.

“We were the first to offer web-based file delivery, back in 1999,” said Stephen Campbell, CEO of My Docs Online, “and we’ve consistently enhanced and expanded our capabilities as user needs have evolved. What we are seeing now is the need for optional controls like passwords, variable expiration limits, and most importantly, a detailed audit trail documenting delivery and the ability to make changes after the fact. No other product offers our range of options coupled with an audit trail.”

In order to offer such a wide range of options without making the feature cumbersome to use, customization controls allow unneeded options to be hidden, allowing a streamlined, custom experience for each user. In addition, group administrators can control defaults and enforce group policies such as requiring passwords or setting a fixed expiration.

The new “Smart Label” feature allows users label a Share, and also save default values like custom comments and expirations for future use. Smart Labels also add more value to the Share Management portion of the product, making it easier to locate, verify and control Shares.

Users also have the option to generate a link they can send themselves, or select email addresses from an address book and let My Docs Online send the email.

The file delivery page displays the customer’s logo, and offers an optional zipped download of all files when there is more than one.

A web API is also available for third-party use.

More details are available in the My Docs Online FAQ.

Google Outages: Did the Latest Hit You?

This time it was Postini:

March 25, 2013 1:38:00 PM PDT

We’re investigating reports of an issue with Postini Services.

March 25, 2013 2:38:00 PM PDT

Postini Services service has already been restored for some users, and we expect a resolution for all users within the next 1 hours. Please note this time frame is an estimate and may change. (editor’s note: resolution took over six more hours).

March 25, 2013 9:05:00 PM PDT

The problem with Postini Services should be resolved. We apologize for the inconvenience and thank you for your patience and continued support. Please rest assured that system reliability is a top priority at Google, and we are making continuous improvements to make our systems better.


The Fracturing of the Enterprise Brain

Never mind BYOD (bring your own device), employee use of non-corporate online storage solutions could lead to the weakening of enterprise ability to access company data and intellectual property. In the worst case scenario, companies could lose information forever.

A post by Brian Proffitt at ReadWrite Enterprise explains:

Employees are the keepers of knowledge within a company. Want to run the monthly payroll? The 20-year-veteran in accounting knows how to manage that. Building the new company logo? The superstar designer down in the art department is your gal. When such employees leave the company, it can be a bumpy transition, but usually not impossible, because the data they’ve been using lies on the corporate file server and can be used to piece together the work that’s been done.

Of course, that’s based on the premise that, for the past couple of decades or so, data has essentially been stored in one of two places: on the file servers or the employee’s local computer.

Today, though, people store data in a variety of places, not all of it under the direct control of IT. Gmail, Dropbox, Google Drive or a company’s cloud on Amazon Web Services…

Read the article.

Sendmail, Mimecast Partner for Hybrid-Cloud Email Security, Archiving, Management

Sendmail and Mimecast today announced a new strategic partnership that provides additional enhanced options for integrating and configuring email management solutions, which are needed to meet the growing hybrid-cloud email deployment requirements of large global enterprises.

This strategic partnership allows global enterprises to combine the proven on-premises Sentrion Email Integration Platform with Mimecast’s leading in-cloud Unified Email Management in a hybrid-cloud architecture for complete email security, archiving and business continuity with any on-premises or in-cloud email system.

“Gartner has long maintained that enterprises moving email to the cloud may have unique requirements that cannot be entirely fulfilled with cloud-only provisioning,” said Matt Cain, Vice President, Gartner Inc. “Large organizations therefore may require a flexible on-premises/cloud combination that can support a variety of unique email deployment options for mailboxes, security, archiving, routing and policy management.”

Many large organizations are looking to benefit from the cost, flexibility and other gains of cloud-based email deployments, but email-to-cloud migrations cannot be done without also managing the large number of machine-generating emails from business systems that rely on on-premises email infrastructure. Adding to the challenges for global enterprises are the wide range of security, regulatory compliance and corporate email policy requirements.

“Our customers have been asking for scalable cloud email applications that can easily integrate with our on-premises Sentrion Email Integration Platform with single provider support,” said Glen D. Vondrick, Sendmail President & CEO. “We are impressed by the proven Mimecast platform which offers the integration opportunity to deliver the hybrid-cloud architecture options enterprises need in order to consolidate multiple point products, reduce number of vendors, and further simplify the management of business email complexity.”

Sentrion is the de facto standard on-premises email infrastructure platform deployed by major Fortune 1000 enterprises around the globe to manage the complexity of policy-based routing and integration of machine-generated email with human collaboration email. Mimecast’s Unified Email Management platform is the only cloud-based email management solution designed specifically to deliver a broad range of email management capabilities in a tightly integrated, high performance SaaS platform. Mimecast in the cloud supports more than 6000 businesses worldwide.

“Sendmail’s proven success in providing on-premises email infrastructure to Fortune 1000 organizations makes them an ideal global enterprise partner for Mimecast,” said Peter Bauer, CEO, Mimecast. “Businesses are being driven toward evaluating and adopting cloud-based email solutions to control cost and complexity which can be quite challenging in high volume machine generated email environments. By combining Sentrion on-premises with Mimecast in the cloud, organizations can garner the advantages of the cloud while continuing to meet their business systems requirements. The option of a hybrid configuration means no matter what size of business and no matter how complex the requirements, we can enable the ideal email management solution.”

Sentrion Cloud Apps powered by Mimecast are available now from Sendmail. Those applications include: Mimecast Email Security, Mimecast Email Archiving and Mimecast Email Continuity. Deeper enterprise-specific integration between the two platforms is currently underway.

Some Benefits in Using Cloud Computing

Selecting a cloud storage provider depends mainly on your environment and your intentions. Whether you’re a small business, or an individual looking for the best (and often most inexpensive) way to store your wealth of files, cloud storage can be a great solution.

Why the Cloud?

So, why go with the cloud? Aren’t all the external hard drives out there enough to manage all your photographs, video files, music files and other important data? Maybe, but those items eventually break down and become obsolete—which isn’t too helpful when they’re your main method of backing up data. Not to mention they’re very costly to purchase when you have a good amount of data to store.

The benefit of the cloud is, not only is it inexpensive, and in some cases even free, but it allows you to store your data in a secure format that will help alleviate backup issues, while providing access to your files whenever you need them. Cloud services are generally easy to use with just the basics—an Internet connection, a computer, and a browser. This makes it super user-friendly for even the most basic computer users.

If you travel often, cloud storage is a great choice, because you can access your data from anywhere in the world. Much like your own computer, or back up hard drive, the cloud allows you to store information in an organized manner, so you don’t have to sift through endless amounts of data, in the end, saving you a good deal of time and energy.

Cloud Privacy

The cloud uses what is referred to as a software service model, which allows users to access their files by using a username and password. You can access the cloud from any computer with Internet capacity, allowing you access to your files in pretty much the same way as if you were working at home or in the office.

Yet, privacy is one of the major concerns for those considering cloud storage. And it goes without saying that whatever cloud storage company you choose, you want to make sure that your data is safe and that nobody can have access to your files.

In order to do this, you need to understand how certain servers store your data, in a way that is accessible and that you can communicate with the service should anything happen. Let’s say the server crashes for some reason, does this mean that your data is at risk? In most cases, with cloud storage companies, the answer is no, as good cloud storage companies will have backup systems in place that ensure your information will never be lost.

The best cloud storage services also employ the most advanced security options out there, in most cases better than what most small businesses or individuals can afford on their own. But even with these security measures, there’s always a slight chance that something could happen, so just be preventative, and make sure that your important files are backed up elsewhere. This will also give you some peace of mind, even if nothing should occur.

Another benefit of cloud storage is that it eliminates the need for an IT staff and expensive backup servers. If you have a small business, you can have your staff access all files via the cloud, therefore eliminating the need for an on-site server and thousands of dollars in IT staff paychecks. With cloud storage, if a problem arises, you only need to contact your company’s customer support should any problems arise.

Suffice it to say, the cloud obviously has it detractors, who feel that it’s an unsafe way of storing private information. Yet, with recent developments in safety, the cloud has basically revolutionized the way we manage our data, as well as how we do our business online. If you’re still wary of making the switch to online cloud storage, talk to some who use it. See what their feelings are. Most have found it quite beneficial, with cloud storage offering a great alternative to backup servers and hard drives.

Mimecast Beefs up Email Archiving, Adds iPad Search App

Mimecast, a supplier of cloud-based email archiving, security and continuity for Microsoft Exchange, Hosted Exchange and Office 365, has revamped its cloud archiving capabilities, with end users now able to access their personal archive from their chosen email client or mobile device. Mimecast has also introduced file archiving and now provides users with the ability to search their archived documents from within Outlook, Mimecast Personal Portal (web), or iPad. The company’s new iPad app, Mimefiles, displays all of a user’s documents stored in email, as well as Box, Dropbox, SharePoint, network shares and home drives (My Documents).

Mimecast has also added tight integration between SharePoint and email, with users able to search their email archive from within SharePoint, or their SharePoint documents from Outlook.

“The archive is now so much more than just a dusty data store,” comments Grant Hodgkinson, Product Director, Unified Email Management, at Mimecast. “We see it as a highly available, highly secure, but most of all incredibly useful source of information for IT professionals and their end users. And not just for occasional eDiscovery cases but for day to day interactions. The Mimecast archive can now store more than just email, but perhaps more importantly we’re providing users with the tools to be able to find what they need, quickly, in ways that suit their personal preferences, whether they are iPad users or Outlook junkies. In short, archiving is not just about what goes in; it’s how useful it is when it comes out.”

The key elements of today’s announcement are:

Mimecast File Archive provides a solution for archiving files from SharePoint, Box, Dropbox, network shares and home drives, with a single point of eDiscovery and management that supports regulatory compliance needs.

Mimecast Services for Outlook Version 4 gives users full access to their entire archive history from within Outlook. Users can browse their historical email folders or use the archive search feature, which enables quicker decision-making and transforms responsiveness. They can also drag and drop emails to their inbox when browsing, or view, reply and forward messages returned by the archive search.

Mimecast Services for SharePoint is designed to allow users to search their email archive from within SharePoint.

Mimecast Personal Portal is a web mail portal that allows users to search emails and files in their personal archive, manage their permit/block lists and continue to send and receive email in the event of a mail server outage.

Mimefiles, which will be available from the Apple AppStore in November, is a custom-built iPad app that provides users with a unified view of all their files from Box, Dropbox, SharePoint, network file shares and email attachments. Users can also view the audit trail associated with each file – who emailed whom and when – and can preview the email that the file was associated with.

Mimecast: Email Regulation Issues Leaving Businesses Confused

Corporate email archiving and retention policies are muddled and unclear, with many businesses leaving themselves exposed to potential litigation or compliance issues, according to new research launched today by Mimecast®, the leading supplier of cloud-based email archiving, security and continuity for Microsoft Exchange and Office 365.

The research, which surveyed IT managers on their organizations’ email policies and archiving practices, found that just 20 percent of businesses (23 percent globally) retain archived email for three years or more, with one in four businesses (25 percent U.S.; 26 percent globally) admitting that they do not have a clear policy on retaining email at all.

Key findings:

  • Email retention policies are often ad hoc or based on guesswork – Just
    one in four IT departments (30 percent U.S.; 26 percent globally) have
    an email retention policy designed to comply with industry regulations:
  • Forty-one percent of businesses surveyed (43 percent globally) say
    their archiving policies are based on ‘internal best practice’
    with no consideration given to industry or country specific
  • Six percent of U.S. and global businesses admit to deciding their
    email retention policy around a ‘random future date’ with ‘no
  • eDiscovery for email is a major area of concern – Many
    businesses are not confident that they would be able to identify all
    emails relating to a specific customer in a timely manner:

    • On average, it would take a U.S. business 15 working days to
      identify all emails relating to a potential litigation
    • Eighteen percent of U.S. businesses do not think they would be
      able to comply with this kind of email eDiscovery request within a
  • Forty-one percent of businesses surveyed (43 percent globally) say
    their archiving policies are based on ‘internal best practice’
    with no consideration given to industry or country specific
  • Six percent of U.S. and global businesses admit to deciding their
    email retention policy around a ‘random future date’ with ‘no
  • On average, it would take a U.S. business 15 working days to
    identify all emails relating to a potential litigation
  • Eighteen percent of U.S. businesses do not think they would be
    able to comply with this kind of email eDiscovery request within a
  • Concern around email compliance – IT departments are concerned
    that they are leaving their businesses exposed:

    • Just one in four (24 percent U.S.; 27 percent globally) IT teams
      are ‘completely confident’ that their email policies comply with
      all relevant regulations
    • Forty-eight percent (46 percent globally) are ‘mostly confident’
      with 34 percent (23 percent globally) ‘minimally confident’ or
      ‘not at all confident’
  • Just one in four (24 percent U.S.; 27 percent globally) IT teams
    are ‘completely confident’ that their email policies comply with
    all relevant regulations
  • Forty-eight percent (46 percent globally) are ‘mostly confident’
    with 34 percent (23 percent globally) ‘minimally confident’ or
    ‘not at all confident’

“Taking fifteen days to identify all relevant emails sent and received by a client is a massive and unnecessary resource drain,” said Jim Darsigny, CIO, Brown Rudnick LLP. “For IT departments, managing and enforcing email policies can no longer be an ad-hoc approach as the risk potential and time wasted is too high to ignore. In our organization, the cloud enables our business to significantly reduce the pain, costs and resources normally dedicated to sourcing archived email data. With a solid email eDiscovery strategy in place, we are not only able to better serve our clients, but we can also more accurately assess their level of risk.”

“IT departments can and should be doing more to protect their organizations by adopting a more rigorous approach to email archiving,” Eliza Hedegaard, Account Director Legal, Mimecast. “However, the businesses I speak to are not being helped by a regulatory system that is incredibly confusing and difficult to navigate. Regulators should be helping businesses by simplifying the regulatory framework and putting greater emphasis on clearly communicating what organizations need to do to in order to comply instead of adopting scare tactics that focus on what will happen if organizations fall foul of the rules.”


Secure-24 Gets Investment from Pamlico Capital

Secure-24, Inc. (“Secure-24”) and Pamlico Capital announced today that a Pamlico Capital-led investment group has made a growth equity investment in Secure-24, Inc. Secure-24, founded in 2001, is an emerging leader in business critical application hosting and cloud services with a focus on ERP applications from SAP® and Oracle®. The co-founders, Volker Straub and Matthias Horch will retain significant ownership of Secure-24 and will continue to manage the growth of the company in partnership with Pamlico Capital. The investment group included HarbourVest Partners. Detailed terms of the transaction have not been disclosed.

Secure-24 also announces that it has recruited industry veteran Michael Jennings to join the Secure-24 management team. Jennings was co-founder and CTO of Appshop, Inc. a leader in Oracle ERP hosting.

“We are extremely happy to partner with Pamlico because of its track record supporting companies and entrepreneurs as a growth capital provider,” said Matthias Horch, Secure-24 CEO. “Secure-24 has seen tremendous demand for IT infrastructure and application outsourcing services and is poised to continue to grow as companies focus on building strategic partnerships to reduce costs and improve the operation of advanced and complex IT systems. The expertise and resources Pamlico brings to our team will be critical assets to accelerate innovation, growth and market leadership.”

Pamlico Partner Scott Stevens said, “We focus on making equity investments in growing and profitable industry-leading technology companies. Secure-24 has demonstrated all the characteristics we look for; an experienced and highly capable management team, a strong competitive position, an industry-leading technology platform, and a superior service delivery model. Secure-24’s focus on helping companies increase business value through their IT investments provides them the opportunity for impressive growth in the years ahead.”

Rand Secure Archive Implements Hosted Archiving Solution for Ampersand Capital Partners

Rand Worldwide announced that their Rand Secure Archive division has implemented their proprietary hosted archiving and retrieval solution for Ampersand Capital Partners.

“As a private equity firm, Ampersand has to deal with a constantly evolving regulatory environment, including reporting requirements by the SEC, the impact of Sarbanes-Oxley and the Dodd-Frank Act,” says Rick Charpie, Ampersand’s founder. “To address those requirements we followed the advice that we always give to the CEOs we mentor – to select the best partners possible. That’s why we chose Rand Secure Archive, a partner who shares our commitment to success by delivering world-class technology and service.”

“In the financial services industry, it’s critical that electronic information and communication is both archived and easily retrievable – regardless of the file type or medium,” says Chris Grossman, vice president, Enterprise Applications at Rand Worldwide. “Our robust, hosted solution not only meets the legal requirements, but also offers robust functionality with simplicity and security.”

Key functional requirements for financial services organizations safeguarding their data include:

  • Preserve every electronic business record and store them securely.
  • Find and produce electronic communications quickly, and be prepared
    for SEC and other regulatory examinations or requests with on-demand
    data production for investment advisor compliance.
  • Enables the creation and enforcement of retention policies while
    maintaining a full audit trail to ensure compliance with these
  • Offload the cost and operational burden of managing complex and
    disparate email and messaging platforms.

Compared to competitors, Rand Secure Archive provides faster, more advanced search capability and integrated eDiscovery tools, as well as more convenient user access to archived data.