Managing e-mail growth is a complex, never-ending problem for administrators. Evolving regulations and eDiscovery requests compound these challenges. Combine this with increased corporate governance and regulatory record keeping requirements, and pressure to reduce IT expenditures while ensuring information availability, and it’s clear that the adoption of an email management solution is a necessary and prudent investment.
EMC SourceOne Email Management supports all major messaging environments, including Microsoft Exchange, IBM Lotus Domino, and instant messaging (IM). The solution improves the IT efficiency of messaging systems, reduces storage costs, and improves backup and recovery processes. SourceOne enables enterprise-wide deployment with a consolidated and centrally managed archive. SourcOne provides maximum scalability and litigation readiness for search against the available archive, all at the lowest cost of ownership. By Flexibly managing email across the organization, SourceOne Email Management delivers broad business value.
SourceOne Email Management increases user productivity by providing seamless access to archived content for general business use. Combined with EMC SourceOne Discovery Manager, SourceOne Email Management is the strongest solution for email archiving, litigation readiness, and good information governance.
Base Your Choices on Value and Risk
SourceOne Email Management supports archival choices based on content value and risk. Realtime capture ensures that a complete and authentic archive is maintained while collecting all relevant email, attachments, IM, and metadata, including aliases and groups. Flexible options include not only realtime, automated capture, but also manual classification with rules that direct messages to the archive best suited to their business value. If realtime capture is not a requirement, organizations can instead capture data on a scheduled basis.
Users can be allowed to classify business important records using,”user directed archiving”. Through a simple drag and drop within their inboxes, users can place messages into pre-defined archives with set retention periods. This approach offers risk avoidance as well as an alternative to keeping local archives on the desktop.
Indexing of e-mail messages is an organization’s choice, depending on the value and risk of data housed in a particular folder. SourceOne Email Management offers levels of indexing from metadata-only to full-text index of the entire message, attachments, and an additional content cache. To efficiently locate content in the archive, a Web-based search client provides quick access to archived content for both administrators and end users. With full Unicode support, search result sets can span multiple languages to provide a complete response to a discovery request or search.
Manage Challenges, Increase Productivity
SourceOne Email Management improves operational efficiency and reduces costs by proactively managing messaging environments, eliminating restrictive mailbox quotas, and consolidating disparate personal archives, such as PST and NSF, into a centralized simple-to-manage archive – all while providing transparent end-user access.
Administrators need a way to reduce production environment size without placing quotas or restrictions on the user. SourceOne Email Management shortcut technology delivers this by giving users access to their email and attachments without housing that data within the production environment. Not only does this solve the problems associated with restrictive quotas, it removes the risk associated with local archives, the time and cost associated with backup and recovery operations, as well as cost and effort associated with replication in the production environment.
Achieve Litigation Readiness
Companies without a comprehensive email management system face risk related to electronic discovery. A litigation or discovery request retaliated to email can be costly and time-consuming, especially if it requires a defendant to retrieve content from disparate locations and to restore email from backup tapes.
To proactively manage email content for litigation preparedness and general good information governance, corporations must automatically and consistently adhere to business policies that include retention and disposition, define who has access to the information, decide how and where to store and use the data, and determine policies for compliance, legal holds, and general business access.
With SourceOne Email Management, administrators can set retention policies as required by regulatory requirements or corporate governance practices, and ensure content is retained for appropriate time periods. Automatic disposition remoces content when the retention period expires. Various levels of privilige, assigned by folder, define who has access to the archived data. Folders also signify location and retention policies for data contained within them. Legal hold and business use case folders can be created according to the organizations needs.
Full-text indexing of subject line, message body, and attachments, coupled with powerful search filters, increase search accuracy and ensure that requested emails are available in munutes rather than weeks or months. Messages saved in the archive are accessible through the standard, Web-based search feature.
A companion product, SourceOne Discovery Manager, takes advantage of the underlying SourceOne Email Management architecture when performing very large queries, when gathering high-volume data, and when using designated hold folders with restricted permissions to preserve confidentially and chain of custody.
If you are interested in finding out how the EMC SourceOne solution family can benefit your organization please contact us.
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