Compliance / Security

Due to new regulations like Sarbanes Oxley and HIPPA, compliance is a major concern for Exchange administrators charged with the task of managing their company’s email system and locating specific messages for compliance requests. Administrators must have access to all archived mail for a number of compliance-related issues including:

• Quality control – Maintaining accessibility of information and data related to accounting and financial matters
  
• Security – Guarding proprietary company information to protect intellectual property
  
• Customer satisfaction – Keeping records of customer service correspondence to protect the company on service complaints and/or warranty-related issues
  
• Employee safety – Ensuring proper use of the system to track if email is being used in any manner that could be disruptive, offensive to others, or harmful to morale.

Compliance difficulty comes with searching for specific messages since they may not reside in the current backup system. Even worse, emails could be spread over several sets of backups created using different backup software. Ontrack® PowerControls™ solves these issues through powerful search functionality and backup restoration tools that makes it simple to answer any compliance request.

Ontrack PowerControls is especially useful when the requested email stretches over a long period of time, a likely scenario for compliance requests. Monitoring a single user for a set duration is normally a difficult task because the administrator may have to search through several different sources to find all of the email associated with that user.

With the search functionality of Ontrack PowerControls, the Exchange administrator can achieve this granularity by creating a Content Analysis Store comprised of the backup EDBs from the desired time period, and creating a profile for that user. Even emails from legacy backup tapes can be included in the Content Analysis Store. Using Ontrack PowerControls ExtractWizard, it is easy to read previous backups without the assistance of the backup system that created them. This would produce a complete time period view for that user giving the company exactly what they requested with minimal effort for the administrators.