Winning Strategies ENews

Discovery Attender for Lotus Notes; Certified Mail helps EMSI in HIPAA & GLB Compliance; Email Discovery Two Steps with Active Folders & Archive One; Akonix IM Management Case Study

February 2005

MailBox Size, Quota, Content/Retention Management- Beyond Spam - 
e-Discovery & Archiving - Encrypted Email - Availability, Metrics, Alerting 

In This Issue:

New Discovery Attender for Lotus Notes now available.

Certified Mail helps EMSI in HIPAA & GLB compliance

Email Discovery - Two Steps with Active Folders & Archive One

AKONIX IM Management Case Study - Westar Energy

PREVIOUS ISSUES

January: Archive Attender/Mail Attender make a winning combination; Spy Sweeper Enterprise new V2.0; Abingdon Memorial implements GlobalCerts Secure EMail solution; Akonix reports many business not prepared for the legal risks associated with Instant Messaging

December: Archive One Policy introduces "Drag & Drop" archiving...OmniAnalyser extends Messaging SLA & Usage Trending to IM... Spy Sweeper Enterprise wins Clear Choice Award... ESRA addresses mailbox privacy for 
Sarbanes Oxley & HIPAA

November: MIMEsweeper for SMTP V5 sets the benchmark...Anti-Spam controls the perimeter but misses 80% of your traffic... Security Alert - do you open attachments in OWA 2003?... AKONIX shields FDIC Members from IM Security & Compliance risks

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ISSN: 1527-5140
All rights reserved. All trademarks, servicemarks are respected.

Discovery Attender for Lotus Notes now available
Following on from the successful launch of Discovery Attender for Exchange/Windows in 2004, and by popular demand from customers, ReSoft now offers a similar discovery product for the Lotus Notes platform. Discovery Attender for Lotus Notes allows Notes administrators to locate content within any Domino database (both email and non-email databases) and is written in Lotuscript which allows it to be platform independent and eases installation.

Whether an organization gets subpoenaed to produce documentation or Human Resources is conducting an internal investigation on email communications, locating information for a document discovery request can be very time consuming. In many cases, these requests are made under strict court-imposed deadlines that can pose many challenges to an organization trying to search through large amounts of evidentiary material that is widely dispersed throughout the enterprise. Discovery Attender works by searching .NSF files for items that match criteria entered by the administrator. Customizable search criteria include keywords, phrases and date ranges. Once found, the results can then be isolated in a Lotus Domino database or exported to XML for viewing through a web browser.

More than being reactive, Discovery Attender provides the ability to proactively manage electronic data on an ongoing basis through routine monitors. In addition, Discovery Attender will reduce the costs associated with search and discovery, quickly locate potential evidence/critical information and mitigate liabilities. A summary of Discovery Attender for Lotus Notes features are listed below.

- Search documents located in Domino server databases
- Dynamic keyword scanning with Boolean logic (and, or, not)
- Powerful searching of message subject body and attachments
- Customizable criteria includes keywords and date ranges
- Isolate search results into a Domino database for later review
-  User-friendly interface for management of result items
- Annotate results findings for further qualification
- Results are web-enabled to allow internet/intranet/extranet access/annotation
- Export results to XML for internet access
- Relevancy scoring provided for each document
- Reference information stored for each document (server, database, universal id)
More info: Discovery Attender for Lotus Notes

Certified Mail helps EMSI in HIPAA & GLB compliance
Examination Management Services Inc (EMSI) is an Irving, Texas-based provider of medical information, risk management and investigation services to the insurance, legal, clinical and business communities. “A core part of our business is the transmission of confidential medical information and PHI. HIPAA, GLB and other regulations require we make every effort to protect the privacy of our customers’ confidential information”, says Kerwin Smith, Director of Infrastructure at EMSI. 

EMSI chose the Certified Mail Secure Email ASP service. “The flexibility provided by the combination of CertifiedMail’s outsourced secure email service, the in-house content filtering solution and the seamless integration between the two components convinced us that the company had the right solution for us”, says Smith. “With CertifiedMail, we can control to the username and domain level which emails are encrypted. 

“The ASP implementation means the benefits were available immediately – we were up and running with the first twenty users in just two hours. Our customers don’t have to install any special software or hardware at their end, and we don’t have to maintain production software.”

Smith also liked the fact that CertifiedMail is the only vendor offering its solution as an in-house licensed application as well as a hosted service. This approach allowed him to pilot the approach and retain the option to bring the solution in house at a later date as usage and adoption grow. 
More info: Certified Mail

Email Discovery - Two Steps with Active Folders & Archive One
STEP ONE: Start Search and Discovery
Active Folders Content Manager scans and discovers messages across an entire e-mail system — in fact, the product can analyze 1,600 messages per second. The search engine scans e-mails and their attachments on the central server and in mailboxes as well as locates hard-to-find or hidden e-mail in PSTs, even those saved locally and on laptops. Nearly 50 criteria can be combined to perform searches down to the most granular level — from the most obvious use of dates to the most obscure terms hidden in an attachment. 

E-mail discovery does carry some inherent problems. It is unstructured data and is not pre-indexed for fast, centralized searches across all users and data stores. Messages also have many formats — copy significant to regulations can be in the subject line or e-mail body, even hidden in attachments or in embedded e-mails. Active Folders finds it all, and will provide immediate results to meet requirements.”

STEP TWO: Establish Retention Policies
ReSoft also recommends establishing central retention and storage policies for e-mail. Archive One is built on the same forensic discovery engine as Active Folders, and provides the means to establish a detailed e-mail policy that can be tailored for an organization. Setting up indexed archive repositories by key term, department or other subject is entirely possible.  Instituting a long-term e-mail archiving project to index and archive according to retention policies will provide consistent storage and recovery. This is important when you need to find data fast.
More info: Active Folders  Archive One

Akonix IM Management Case Study - Westar Energy
Westar Energy, the largest electric energy provider in Kansas, has selected the Akonix L7 to provide enhanced security, compliance and management capabilities for instant messaging (IM) use across its enterprise. Implemented as a complete IM management solution, Akonix L7 Enterprise and Akonix Enforcer helps Westar Energy to manage and use IM as a productive business tool for internal and external communications. 

Being a public utility company, Westar Energy is required to log and archive certain of its IM conversations to meet government and industry requirements. Westar Energy was also concerned with security risks posed by IM use, including potential loss of proprietary information; the spread of spim (spam over IM), malware or viruses; and legal responsibility in the event of inappropriate material being sent or illegal P2P file sharing. 

After a careful analysis of the leading IM management vendors, Westar Energy chose Akonix to support its enterprise-wide IM compliance, security and management needs. Akonix provided the following key benefits, which ultimately led to Westar Energy's selection: 

• In-depth understanding of Westar Energy's specific business needs and attention to detail in supporting the pre-sales product evaluation 
• Ability to provide logging, monitoring and archiving across public and enterprise IM systems, ensuring regulatory and legal compliance for all IM use from a single system 
• Flexible, granular policy management system, meeting immediate management needs and future requirements as IM use grows 
• Advanced security protection, for threats such as unauthorized file transfers, the use of inappropriate content or the spread of worms and other malicious code

"We knew that we would be facing both legal and security problems if we didn't closely monitor and manage employee IM use," said Randy Meinholdt, Software Systems Engineer at Westar Energy. "The combined solution of Akonix L7 Enterprise and Akonix Enforcer addressed every concern we outlined, from data protection to compliance with industry and government regulations".
More info: Akonix Instant Messaging Management Suite

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