Cryoserver Robin Bingeman [email protected]

© Copyright Forensic & Compliance Systems Limited

Forensic Archiving and ComplianceRetention, access and protection for critical business information

CryoserverRobin Bingeman

[email protected]



http://www.fsb.org.uk/default.aspx?loc=general&id=0

http://images.google.com/imgres?imgurl=http://www.bestcompaniesguide.co.uk/Images/CompanyImages/55289Logo.jpg&imgrefurl=http://www.bestcompaniesguide.co.uk/company_profile.aspx?CompanySurveyID=42205&usg=__hBsOix_95o70iN0g195_v5hgslo=&h=93&w=150&sz=14&hl=en&start=18&um=1&tbnid=U7d0aRCJYJBWxM:&tbnh=60&tbnw=96&prev=/images?q=vale+aylesbury+housing+trust&hl=en&rls=com.microsoft:en-gb:IE-SearchBox&rlz=1I7ADBF&sa=N&um=1

http://www.artemisonline.co.uk/

http://www.pjhgroup.com/

http://www.platou.com/dnn_site/Default.aspx

http://www.axa-im.com/index.cfm

http://www.icritical.com/default.asp

http://www.claim-today.com/Default.aspx

http://www.parkhill.org.uk/index.php

http://www.ramboll.co.uk/

http://www.arcfinancial.com/index.php

http://www.bracknellforesthomes.org.uk/main.cfm

http://www.campbell-lutyens.com/

http://www.hbcs.org/index.asp

http://www.capstonemortgage.com/Default.aspx

http://www.ncype.org.uk/

http://www.pictet.com/en/home.html

http://www.collegehill.com/



Why Archive Emails…?

• Increasing number of laws and regulations – SOX, FINRA, FSA, SEC, FDA, MHRA, HIPAA, IRS, FERPA, Consumer Liability, Basel II, Financial Services and Markets Act 2000, Taxes Management Act 1970, Common Law, …

• Email is evidence with Evidential Weight• For example, emails may need to be retained for up to 6 years and beyond

(two examples from the Limitation Act 1980):– Legal action for simple contracts can begin up to 6 years after performance

– Personnel and training records to be retained for 6 years after employment ceases

• Privacy Legislation – (FMA 99, IRS, Data Protection 1998, Human Rights Act 1998 etc…)

Legal retention requirements




• Mail stores are reaching capacity• Mail server is performing slower• Problems finding old emails• Back-up is taking many hours, in some cases 18+ hrs• Eliminate the need for mail box quotas and PST files• Backup tapes:

– Very time consuming – one at a time– Recreate the whole environment– Discrete time periods at a time– Searching and retrieval - slow– Audited?– Complete record? / Altered in any way?

IT Benefits




Improve Employee Efficiency

• Employees can find any email• Deter the misuse of corporate email• Easy sharing of client / ex-employee information • Discourage sending unnecessary ‘gossipy’ emails

HR Benefits

• Ease internal investigations• Granular access, audited / unaudited• Ability to share findings• Complies with Data Protection Act



Pharmaceutical Company

• Tough Regulatory environment– US Food & Drugs Administration– UK Medicines and Healthcare products Regulatory Agency

• Team Leader (wrongly) accused of sending abusive emails– Employee deleted ‘offending’ email from Exchange– Cryoserver interrogated and retrieved original mail in seconds

Key Cryoserver Functionality1. “From an IT point of view it’s almost zero management.”2. “Just on email recovery I now save myself a whole day a

month.”



Law Firm

• Recent dispute between partner and client, each refuting the others claims– Partner checked Cryoserver and found client to be right– Partner apologised

• Alternative could have been lost client, added cost of dispute or negligence claim (particularly if the other side had Cryoserver!)

Key Cryoserver Functionality1. Discreet & quiet rapid search to resolve dispute by Senior Management2. Data receives full Evidential Weight

– “What came out is what went in!”



Recruitment Company

• Managing Director is at a loss as to why his company is losing prime candidates and positions

• Trusted staff stealing candidate and client details• Emailing information externally - deleting items from database and

email system• Then leaving and setting up own business

Key Cryoserver Functionality:1. Permanent record of all email2. Search within attachments defeating Bcc or ‘mistyped’ attachment

names3. Opportunity for retrospective analysis of historical data from varying

platforms



Problem and Cost Factors

• Mail stores are reaching capacity• Mail server is performing slower• Problem / cost - historic email data• No practical mechanism of retrieval• Back-up is taking many hours, in some cases 18+ hrs• Backup tapes:

– Very time consuming – one at a time– Recreate the whole environment– Discrete time periods at a time– Searching and retrieval - slow– Who is involved?– Audited?– Complete record?– Altered in any way?



Cryoserver

Appliance Software

Managed Service ‘Cloud’



Simple In-House Appliance



Outlook Integration



Mailbox Size Reduction - Clientless



Daily Reports



iPad / iPhone Interface



Search



Reply from App



Summary Uses & Benefits

1) Speedy Dispute Resolution (Internal and External)– Mediation and risk reduction– Increased privacy and confidentiality for employees during email

investigations

2) Long term document retention (10, 20, 30… 100 years into future)– Independence from mail system

3) Customer satisfaction– Respond (quickly) based on facts not conjecture– Identify vexatious customers

4) Powerful deterrent against misuse of electronic communications

5) Fraud detection– Post-event analysis of the Cryoserver repository



6) High Evidential Weight– Practical tool for legal discovery– Easy fulfilment of subject access and regulatory requests

7) Day to day End User productivity savings– Searching one’s own historic emails and attachments

8) IT Savings– Reduced data storage costs– Reduced cost and effort:

• No more resurrecting and searching backup tapes• End user requests dealt with by end users

9) Good corporate governance & compliance– Brand and reputation protection– Formal, audited procedures

Summary Uses & Benefits



Thank [email protected]

Cryoserver Robin Bingeman [email protected]

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