Government organizations face unique challenges when it comes to electronic data. Email considered public records must be archived, accessible, and retained to ensure compliance with federal, state, and local open-records laws. Failure to maintain and secure email records could leave agencies vulnerable to legal, financial, and security risks. Faced with shrinking budgets, how can local, county, and state goverments save email and produce it on demand to satisfy laws like the Freedom of Information Act?
Netmail's advanced eDiscovery tools can help governmental agencies quickly respond to access to information requests from the Freedom of Information Act (FOIA) and the Access to Information Act (R.S.C., 1985, c. A-1). With Netmail Search, you can enable anyone to search, produce, and export precisely the information requested, and all without IT involvement.
Try Interactive DemoNetmail Search's advanced capabilities were designed to allow users to find the right email quickly and easily, without having to employ complex query language. Select the email fields required, load word lists, and build queries with approximate spelling or word proximity. Netmail Search makes it easy to find specific documents using complex or simple searches.
Netmail Search includes flexible and easy-to-use export options. Authorized users can easily export the contents of an entire case, specific search tabs within a case, or selected messages within a case. You can choose to export your data to one of three formats: PDF, Portable Netmail Search, and PST using a simple Export Wizard.
For security, every operation performed on email, attachments, and other electronic 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 messages, exporting of email from a search and review the workflow.
Netmail’s advanced eDiscovery lets you or the government's legal team find email quickly for litigation or compliance. Guided navigation lets you cull data sets from millions of records to a few dozen with just a few mouse clicks for easy viewing and auditing. Netmail can archive and hold data even if you're going through an acquisition or migrating email platforms.
Try Netmail for freeCase administrators, legal supervisors, lead attorneys, and paralegals can easily create and manage multiple cases and perform all the initial processing and collection stages without having to involve IT staff. Case managers can then provide restricted access to a specific set of documents to anyone in charge of eDiscovery and investigation.
Real compliance is only possible if you can achieve 100% retention of all email and its metadata. With Netmail, you can capture all email messages, attachments, calendar items, tasks, notes, sent items, personal appointments, draft emails, contacts, notes and all deleted items.
Now your legal team can create a legal hold without your help. This ensures that no data is deleted by the retention policy. It also ensures that if new data needs to be collected from the email system for ongoing legal hold, it will be. If necessary, legal hold will also enable archiving of required accounts to ensure the required data is fully captured.
Netmail provides state of the art data security, outbound content filtering, anti-phishing technology, and advanced approval workflows to help monitor, manage, and protect the government's data to minimize risk and comply with your email security policies.
Try Interactive DemoGranular content filtering lets you quickly identify payment card data, debit and credit card numbers, and Personally Identifiable Information (PII) within email and email attachments. Several pre-defined content filter policies are also included with Netmail to help you quickly apply appropriate language filters to the government's outgoing mail.
Netmail's Anti-Phishing technology protects your government organization from attempts to acquire passwords, personal data, and other sensitive information by fake websites, masquerading as legitimate ones. Outbound limits and suspicious link filtering lets you monitor unusual email behavior and identify potentially-compromised email accounts.
With Netmail, you can let the software make all the decisions based on the policies you configured. You can assign Moderator privileges to users within your government institution, which gives them permission to act as a Moderator and review the government's outbound email messages before they're sent.
Netmail addresses the needs for compliance with Open-Records laws that apply to government organizations. Examples of such modules include Information Lifecycle Management (ILM) and WORM-based storage. Netmail generates a fully-indexed, application and file-format independent archive of data ready for search and retrieval.
Try Netmail for freeInformation Lifecycle Management (ILM) provides organizations with the ability to create ILM policies to delete expired messages, groom messages to alternate locations like network attached storage (NAS) devices, and migrate eligible messages to off-line storage devices.
Netmail makes it easy to meet even the most stringent regulatory compliance demands by archiving email according to policies. Define granular retention policies and easily modify those polices as your organization's requirements change.
Netmail's Content Addressed Storage technology ensures that your long-term archive data is authentic, cannot be overwritten, and is immutable with write once, read many (WORM) technology which prevents any alterations or deletions to the archived data.
As more regulations such as GLBA, HIPAA, the USA PATRIOT Act, and FOIA are being passed, government agencies are given an added responsibility and liability to manage storage requirements, email archiving, and eDiscovery.
“We chose Netmail Migrate after a recommendation from Microsoft. Our experience with Netmail was any other. The product is rock solid.”
Sam Dee , IT Manager, City of Siloam SpringsNetmail helped the Northeast Ohio Regional Sewer District create strong email retention policies so that they can now respond quickly to eDiscovery requests following a successful weekend email migration.
The Northeast Ohio Sewer District relied on backup tapes of email dating back to the late 1990s and had no specific policy for email retention. It received numerous eDiscovery requests, often requiring extensive date ranges. Due to the level of effort required to fulfill these requests, the impact to the IT Department was significant.
The district engaged the team at Netmail to deliver an onsite email policy workshop that helped them create a policy on email retention and destruction in accordance with their compliance regulations, then migrated from Novell GroupWise to Microsoft Exchange and set up a robust email archive to help them centralize the District’s email archives into a single repository to facilitate eDiscovery.<
With a policy firmly in hand, the district then relied on Netmail to locate, collect, and archive email and GroupWise Personal Archives scattered throughout the organization into a centralized, fully-searchable archive repository prior to the email migration. As a result, the district can now look forward to reduced storage costs on the new Exchange system.
“The success of the email migration, and the fact that we were able to complete the project in a single weekend, was tremendous. There was some scepticism that we would be able to pull it off in one weekend, but in the end we did. Netmail Archive clearly demonstrated to executive management the value of the IT department in successfully moving the organization through a change like this. This was a boost to the credibility of the IT Team.”
Humberto Sanchez Director of IT, Northeast Ohio Regional Sewer District