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Policy Patrol Archiver for Exchange - Features
Exchange Archiving & eDiscovery
Policy Patrol Archiver stores emails and attachments in a central database. eDiscovery is made easy by providing access to stored messages via a web browser, as well as full text search on all emails and most attachments and files – including Microsoft Word, Excel, PowerPoint, PDF files and many more.
Instant email archiving
Since Policy Patrol Archiver archives emails when they are sent and received, even if a user deletes an email from his or her inbox the email will still be in the Policy Patrol archive.
Meets eDiscovery requirements
For eDiscovery and compliancy reasons, it is important to be able to prove that archived data is original and unchanged. Policy Patrol stores emails and attachments in their original format and uses Windows authentication to control access to the application and database. In addition, Policy Patrol will perform an integrity check when a stored email, or document is opened to ensure that the content have not been tampered with.
Instant user access
Users can access their archived messages and documents through a user-friendly web interface. They can retrieve messages by searching on message body, subject, recipient, sender, attachments, file name, file content and tags. Frequently used searches can be saved and re-used at a later date.
Life cycle management
Compliance officers can set life cycle periods so that messages and attachments are deleted at set schedules. Audit logs can be used to prove that an electronic record was deleted by a schedule based on company retention rules, and not because the company wanted to dispose of incriminating evidence.
Decrease Exchange store size
In order to decrease the Exchange Information Store size, Policy Patrol can ‘stub’ emails (email body is replaced by a link that allows the user to restore the message) and/or remove messages from Exchange Server entirely. Since you can set different intervals for each, you can for instance ‘stub’ messages older than 90 days, and remove messages older than 1 year.
Role-based access to the archive
Policy Patrol Archiver allows you to assign different roles to different users to determine their view and restore permissions. Only users assigned as compliance officers are able to view all users’ messages and can delete data at scheduled times – with an option to delete only after confirmation. Managers can also view emails of subordinates.
Auditor role
When an Auditor asks for access to electronic records, they may request a copy of the files on a disk, or they may request you to provide this information on site. Policy Patrol can provide the information in both cases: You can either export the relevant files or provide access on the system by marking the relevant files as accessible to the Auditor. This avoids giving access to more information than required and allows the Auditor to work more effectively.
Single instance storage & compression
Policy Patrol Archiver uses single instance storage and compression to keep the archives as compact as possible.
Knowledge Management
Since Policy Patrol effectively archives a company’s electronic data in a single repository, it can also function as a Knowledge Base for all the organization’s information.
Email liability prevention
By using Policy Patrol Mail Security Bundle with Policy Patrol Archiver, you can filter emails on words, links, company names and attachments, and stop potentially dangerous messages from entering or leaving your organization’s mail server. This prevents ‘smoking guns’ such as offensive or discriminatory emails, or other potentially harmful content from ending up in your archive.
Spam free archive
Policy Patrol Archiver can prevent your archive from getting clogged up with spam, or other irrelevant content, by not archiving the contents of specific folders such as junk mail or RSS feeds. In addition, Policy Patrol Spam Filter can be used to block spam at the gateway level and thereby also prevent junk from ending up in the archive.
Include legal disclaimers in archive
It is important that any legal disclaimers that were added to emails are also included in the email archive, providing you with proof that the disclaimer was added. Many email disclaimer solutions that operate at the Exchange Server level do not update the email in the Exchange Information Store. Policy Patrol Disclaimers updates emails in the Exchange Information Store with any email signatures and email disclaimers that were added, ensuring that your archive is correct and complete and providing you with proof that the disclaimer was added.
System Requirements Windows Server 2003 or 2008.
Microsoft Exchange Server 2007, or Exchange Server 2003 (or Windows Small Business Server 2003 or 2008).
Microsoft SQL Server 2005 or 2008.
Microsoft .NET Framework 2.0 (if you do not have this installed the Policy Patrol installation will download this for you).
