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ArcMail Defender

ArcMail Defender is a high-performance, low-maintenance archiving solution with all of the right features for small and medium-sized companies, schools, organizations and governmental entities, providing:

• Automatic archiving and indexing of emails and attachments
• Fast and easy Search and Restore of emails and attachments
• A user-friendly, web-based interface
• No need for additional software or hardware
• Simple, secure email management which enhances user productivity 

Benefits of Using ArcMail Defender: Problems and Solutions

Productivity: Better employee productivity and business continuity.

Problem

Employees have to be “email filing clerks” to keep their mailboxes from going over limit. This results in:

• Time consuming, incomplete “underground archiving” by individual users
• Inadvertent or deliberate user deletion or alteration of important email content
• Email being deleted from mailboxes and not being included in network backups
• Difficulty in locating email after employees leave the company
• Time consuming backup searches by IT personnel

Solution

• ArcMail Defender eliminates the need to restrict user mailbox sizes because email is no longer stored on the mail server
• Automatic, complete, centralized archiving for all email accounts, so users don’t have to self-manage email
• Users can quickly and independently find and restore emails but can’t delete or alter content
• IT personnel no longer have to perform time-consuming searches through back-up tapes

Management: Archiving with ArcMail Defender gives you rapid ROI by:

• Improving mail server performance and lowering network storage costs
• Enhancing employee productivity and ensuring business continuity
• Making the knowledge base that resides in email quickly accessible for competitive advantage
• Avoiding fines and penalties by ensuring regulatory and legal compliance
• Resolving disputes and preventing litigation

Quickly resolve disputes and prevent litigation.

Problem

Email can comprise a complete “paper trail” of contracts, agreements, estimates and change orders. Without fast access to a complete email archive, disagreements with customers, vendors and partners may come down to “your word against theirs.”

Solution

• ArcMail Defender simplifies project management by enabling employees to quickly find and restore all relevant emails and attachments
• Quickly resolve disputes and defuse threats of litigation by documenting all email communication and attachments

Compliance: Adhere to best practices for electronic records.

Problem

Regulations such as Sarbanes-Oxley Act, HIPAA, the Gramm-Leach Bliley Act, the Freedom of information act (FOIA), the USA Patriot Act, Securities and Exchange Commission, and the new Federal Rules of Civil Procedure may require your company to retain and produce email and attachments on demand.

      Illinois Local Records Act (Link to Statute Content)

If you’re not archiving email you may have to:

• Conduct expensive time-consuming, search and restore operations from your network backups
• Pay heavy fines for failing to comply in a timely manner
• Incur negative press and undermine the confidence of your customers, employees and investors

Solution

• ArcMail Defender ensures a complete archive of all incoming, outgoing and internal emails and attachments
• Fast search and restore functions ensure timely response to compliance orders
• Users can’t alter or delete archived content, ensuring integrity of records. Users can’t alter or delete archived content, ensuring integrity of records

How ArcMail Defender Works

ArcMail Defender is a self-contained email archiving appliance. All necessary software and storage hardware are included within the Defender, except for those models designed to archive email for Novell GroupWise; an additional software gateway is provided with the archiving appliance for GroupWise and easily installed by the customer.

After connecting Defender to the network, the mail server is configured to send copies of all inbound, outbound and internal messages to the ArcMail Defender appliance. This is called a journal process. When the Defender receives these messages, it fully indexes and archives the email headers, bodies and attachments in real-time so that they can be searched, viewed and retrieved with the Defender’s search engine.

After the indexing information is stored in the database, the raw message bodies are compressed and stored in the Defender file system to improve database performance and system scalability. Each message is stored only once to maximize storage efficiency.

Users and administrators may search, view and retrieve email by logging in to Defender’s secure web interface. The Defender uses SSL and encrypts all data between the appliance and the user, so email does not travel unencrypted across the network. Users can be given permission to search email sent to or from them, while administrators can search the entire enterprise email archive. Defender can also be made accessible through the firewall and accessed remotely using any web browser, including PDA devices.