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Applying User Classification to Manage Email & Document Security
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Email has become the de facto communications medium for businesses worldwide.
Not only is the volume of email traffic growing over 30 percent per year, but so
is the value of the data it captures. Analysts estimate that nearly 70 percent
of a company’s business-critical information resides in the messages and
attachments sent through its email system. As a result, corporate email systems
have evolved to become the repository of record for a company’s intellectual
property.
The emergence of email as a corporate record repository raises a host of new challenges, particularly in this age of increased emphasis on regulatory compliance and legal discovery. How do businesses store, organize and manage the staggering volume of email information generated each day? How can companies exploit this vast repository of data to satisfy increasingly stringent regulatory requirements? How can IT leverage the investments they have already made in their email infrastructure to analyze literally millions of messages? How can corporate executives quickly identify and extract the specific, important data they need, when they need it, in response to legal requests? Email Archiving solutions have taken a first step towards addressing these challenges and capitalizing on the opportunities by ensuring the storage of all emails. But it does little good if enterprises don’t have the ability to analyze this information and extract actionable intelligence from it. Enterprises need “Email Intelligence,” a new class of analytical solutions that discover, organize and analyze the information contained in corporate email systems. Just as business intelligence products like Cognos or Business Objects enable executives to extract intelligence from the data captured in databases, Email Intelligence solutions do the same for corporate email systems. A robust Email Intelligence solution, as dictated by customers and analysts, must go beyond keyword search tools or legal discovery products. It must provide a single interface into all email repositories—Exchange Servers, PST files, Journaling Servers and Archives. It must provide sophisticated analytics capabilities such as discussion threads, the ranking of email search results based on relevance, and dashboards with drill-down capabilities. The solution must scale to analyze terabytes of data and must be easy to use, deploy and maintain. If storing email is the first step, what other capabilities do enterprises need? As outlined above, customers are demanding the ability to analyze email information and derive intelligence from it while respecting privacy and security. This capability is what the industry is beginning to define as “Email Intelligence.” EMAIL INTELLIGENCE CAPABILITIESClearwell’s definition, as validated by our customers, is that a true Email Intelligence solution must provide the following six key capabilities: Federated View into all Email Repositories: Most companies that have implemented an archive don’t have all of their emails in the archive. Historical data continues to remain on information stores and exchange servers, and most companies only archive emails from select groups. Therefore, a robust Email Intelligence solution must integrate with and provide a single interface to all email data sources—Exchange Servers, PST files, Journaling Servers and Archives.Discussion Threads: Once a troublesome email is found, enterprises often struggle to identify all the participants who may have been involved in the discussion, who knew what and when. An effective Email Intelligence solution must dynamically link all related messages together into threads and provide a chronological thread of the entire discussion, including all replies and forwards.
Dashboards and Analytics: An Email Intelligence solution must go beyond search and retrieval, and extract intelligence from emails and attachments using sophisticated algorithms. It must deliver a scalable data mart which can be used to analyze trends via powerful dashboards with drill-down capabilities. It must proactively identify and notify issues in violation of company and industry policies. Furthermore, it must provide these capabilities while respecting privacy and security.
Scalability: An effective Email Intelligence solution must provide a scalable architecture that can handle an enterprise’s entire email corpus across all email data stores. It must handle terabytes of email and process millions of new emails everyday. Ease of Use and Ease of Deployment: Corporate email systems are the backbone of a company’s operations. An Email Intelligence solution must not impact email systems, it must not sit in line and interrupt the flow of email. It must be easy to deploy and be up and running within minutes. The interface should be simple, intuitive and achieve rapid user adoption with minimal training. Lastly, the product needs to be easy to maintain and operate, providing a very low total cost of ownership to the enterprise. Designed as a complement to current archiving solutions, Clearwell is easy to use, install and maintain delivering an immediate ROI and lowest total cost of ownership to the enterprise. Several key differentiators set it apart:
Unlike current solutions that simply index and provide search capabilities, the Clearwell Email Intelligence Platform™ offers a deeper level of intelligence. By analyzing the unique properties of email (such as recipients, replies, forwards, CC’s, subject header, etc.), and combining it with organizational data, Clearwell dynamically derives email-specific communications patterns. The company then applies its proprietary, patent-pending linguistic and statistical analysis algorithms, known as Dynamic Content Analysis™ to extract intelligence from emails and attachments. Clearwell delivers the power of Email Intelligence without being in the path of email, without creating a separate information store, without moving mailboxes and without installing any software on desktops or servers, making it very easy for an organization’s IT group to deploy and maintain. Large energy companies, major financial institutions, leading high-technology companies, and global consulting firms—have realized immediate and significant value within days of their production deployments. Some of these benefits include:
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