Netmail Helps Government Retain Data to Comply with Federal, State, and Local Open-Records Requests
How Netmail Helps Government
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?
Access to Information
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.
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Advanced Search Capabilities
Netmail 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.
Flexible & Easy-to-use Expoprt
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.
Full access Auditing & Reporting
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.
eDiscovery & Search
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 Managers with Access Rights
Case 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.
Mailbox & RIF archiving
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.
Automated Legal Hold
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.
Data Security
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.
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Outbound Content Filtering
Granular 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.
Anti-Phishing Technology
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.
Advanced Approval Workflow
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.
Records Retention
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 freeILM
Information 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.
Regulatory Compliance
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.
WORM-based Storage
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.
