Whether you are subjected to SEC Rule 17a-3, 17a-4, FINRA Rule 3110 (replacing NASD Rules 3010, 3012), 4511 monitoring requirements, GDPR, or you simply want to make sure you reduce your organization's risk due to HIPAA, PIPEDA or other privacy regulations, you may be required to perform regular audits to find confidential information such as PHI, PCI, PII, and credit card information. As that information grows, having broad visibility into that data becomes increasingly more and more difficult. Add to that the proliferation of data locations, and suddenly your data can be anywhere. With Netmail, you'll be able to easily identify and view all of your data no matter where it is located.
With the increase in the number of locations used to store data, it becomes harder and harder to perform exhaustive audits for eDiscovery. Netmail can help you identify and view all of your
unstructured data and give you a direct look into its content wherever it is located.
Netmail has the ability to provide federated search through file systems, email archives, Sharepoint, Sharepoint O365, and other file sharing solutions such as Box.com and Citrix ShareFile.
Search results are presented in a single view regardless of the location of the data.
Regardless of the complexity of the your search, Netmail constantly verifies your data to ensure that all of your search results are as up-to-date as possible. No need to wait until the next day to receive your compliance reports. They are always available at the click of a button.
Federated Access Anywhere
Even if you’ve made the strategic move to the cloud, it’s likely that your data does not all reside in the cloud. Some of it resides in the cloud and some of it resides on premise in your data center. With Netmail, you can audit your data whether it resides in departmental, enterprise, cloud or on-premise applications.
Performing an audit can be a simple job. But when you start performing a large number of audits, or performing audits on a regular basis, you want these audits to be as organized as
possible in order to accelerate the process. Thanks to Netmail Search's intuitive audit management organizational system, after securely logging into the portal, authorized reviewers are presented with a unique Case Management Dashboard that lets them create, track, manage, and save multiple audits.
Audit managers can create and easily manage multiple audits as well as define the scope of data to be accessed for each audit. Access rights can also be set to allow multiple auditors to securely collaborate in reviewing data with full audit and traceability of who and how your data was accessed.
Collaboration and Reporting Tools
Netmail Federated Search makes it easy for auditors to collaborate on specific audits. Workflows can be built where reviewers tag the data and the final list of relevant content (including documents, attachments, and email) is reviewed by a formal auditor before completing the final report.
Saved Search Results
As auditors may have to return to perform audits on a daily, weekly or monthly basis, they can save their searches in Netmail Federated Search. So that when they log back in to the system and open their audit case, they will have completely up-to-date search results with the same criteria used when the search was originally saved.
Netmail Federated Search also includes tools that allow authorized users to intelligently search for key data in a timely and cost-effective manner. With Netmail's intuitive built-in guided navigation, you can quickly find the right documents using both complex or simple searches.
The benefit of Netmail Federated Search lies in its advanced search features and guided navigation. Select the metadata fields required, load word lists, and build queries with approximate spelling or word proximity.
Pre-Configured Data Sets
Through the query builder, Netmail also allows you to search your data using advanced regex rules and pre-configured data sets. For example, if your organization has file numbers or client/patient IDs, Netmail can be configured to recognize and validate these numbers. Netmail's pre-configured data sets include: Social Security numbers, credit card numbers with validation, and more.
Tagging and Annotating Tools
Designed with auditors in mind, Netmail Federated Search lets you use tags to help identify messages as useful or inapplicable to your search. To tag selected documents and messages, you can choose an appropriate tag such as Relevant or Flagged, or create a custom tag. Searches can also be duplicated to narrow down your search.
Netmail Federated Search includes numerous tools to help you reduce litigation costs and maintain a seamless chain-of-custody throughout the eDiscovery process. With Netmail Search, you can quickly and easily produce potential evidentiary documents required by courts, external counsel, opposing counsel, and respond to access to information requests throughout the discovery process.
With broad export possibilities and features, you can easily produce data to match the exact requirements of the requesting party. With portable search tools, you can also provide external council with the same powerful tools that you have access to.
Full Auditing Capabilities
For security, every operation performed on data in the archive is audited, so you'll be able to track information about creation of searches, changes in scope to existing searches, viewing of searches by users, comments and tags placed on data, exporting of data from a search and review the workflow.
Netmail Federated Search includes flexible export options. Authorized users can easily export single or multiple archived items to PDF, searchable XML, or PST format with embedded or rendered attachments using Netmail Search’s intuitive Export Wizard.