Yale New Haven Health

Yale New Haven Health System Netmail

Challenge

In the spring of 2011, Yale New Haven Health System decided to replace its Novell GroupWise email system with Microsoft Exchange for 20,000+ users to standardize its email system for both the medical school and its partner hospitals in the health system.

Solution

Learning that Netmail provides a solution and methodology that migrates data behind the scenes, allowing for data integrity checks, high-fidelity capture of personal archives, minimal end-user disruption, and the possibility of extending the system into a full-blown enterprise email archiving solution post-migration, the hospital chose Netmail to complete its email migration.

Results

The hospital decided to pursue a pilot project with Netmail and implement email archiving by leveraging the archiving component of Netmail that was already installed at YNHHS during the migration process. Since then, Netmail Archive has been successfully meeting the email retention and archiving challenges at the hospital for several years.

Overview

Yale New Haven Health System chooses Netmail to provide email archiving and migration services for hospitals in its health system.

Background

Subject to both federal regulations and strict state regulations, the healthcare industry is considered to be one of the most heavily-regulated industries in the United States, after the nuclear power industry. The introduction of the Administrative Simplification Requirements of the Health Insurance Portability and Accountability Act (HIPAA) of 1996 had a profound impact on healthcare providers who do business electronically, as well as on many of their healthcare business partners. It stated that electronic transactions and protected health information (PHI) must be retained to meet HIPAA’s data retention compliance requirement and ensure the confidentiality and protection of private healthcare information. When first introduced, HIPAA sent the healthcare industry scrambling to meet its requirements. Yale New Haven Health System was no different.

Affiliated with Yale University in support of patient care, medical education and clinical research, Yale New Haven Health System (YNHHS) is Connecticut’s leading healthcare system with more than 20,000 employees. Formed in 1996, YNHHS includes three member hospitals—Bridgeport Hospital, Greenwich Hospital, Yale-New Haven Hospital, and a physician foundation, Northeast Medical Group. YNHHS is committed to innovation and excellence in patient care, teaching, and research in the services it provides to the hospital community.

Business Challenge

In the spring of 2011, Yale New Haven Health System decided to replace its Novell GroupWise email system with Microsoft Exchange. Learning that Netmail provides a solution and methodology that migrates data behind the scenes, allowing for data integrity checks, high-fidelity capture of personal archives, minimal end-user disruption, and the possibility of extending the system into a full-blown enterprise email archiving solution post-migration, the hospital chose Netmail to complete its email migration. The use of archiving to complete the migration not only simplified and automated the migration process, it also allowed the hospital to inject a limited amount of email into its new email system to keep it small and manageable, and help save both time and money for the entire migration project overall.

The hospital decided to pursue a pilot project with Netmail and implement email archiving by leveraging the archiving component of Netmail that was already installed at YNHHS during the migration process.

As might be expected, a significant amount of communication among doctors, patients and support staff takes place via email at Yale New Haven Health System. In fact, there are more than 20,000 users of the Microsoft Exchange email system at Yale New Haven Health System, but according to Sahin Boluk, a Senior Messaging Administrator at Yale New Haven Health System, Netmail Archive has been successfully meeting the email retention and archiving challenges at the hospital for several years. “We do get a lot of eDiscovery requests from the Legal team here at the hospital and outside law enforcement agencies,” admits Sahin, “and not only can those requests be very complicated in nature, they also have to be met very quickly.”

Critical Requirements

  • Standardize the hospitals in the health system on one enterprise email system
  • Implement email archiving at the hospital to copy or move content to a centrally-managed archive where it can be easily discoverable in response to eDiscovery requests
  • Help the hospital set organizational-wide data retention policies to deal with a large amount of unstructured data like data
  • Train the hospital’s staff on how to use Netmail Archive’s simple search functionality to find archived email and provide advanced training classes to hospital administrators tasked with performing eDiscovery

In addition to allowing Yale New Haven Health System to smoothly transition 20,000+ email users, standardize its email systems with both the medical school and its partner hospitals in the health system, Netmail also ensures continued email compliance for the hospital.

The Bottom Line

Sahin Boluk Senior Messaging Administrator, Yale New Haven Health System