Plethware Archiving

8/8/2019 Plethware Archiving

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call us today or check us out online 888-276-0848 // pleth.com

Be Prepared with Plethware Archiving

Businesses are under more pressure than ever to maintain solid email archiving and retention procedures. Plethware

Archiving is your partner in the quest or regulatory compliance. Weve combined archiving technology with our masteryo cloud computing to give you the highest level o security and perormance at low, xed monthly rates.

Why Do I Need Plethware Archiving?

Industry regulations require multiple avenues o protection rom a simple backup plan to retention o detailed message

header inormation. I your business relies on email or communication, you should know the impact these laws andregulations have on your email:

Open Meeting Laws. Intended to promote transparency and open access to government records

Freedom o Inormation Act (FOIA). Gives greater access to government records, updated in 1996 to encompass electronic

records

Healthcare Insurance Portability & Accountability Act (HIPPA). Wraps sti penalties around violations o electronic data retention

and privacy regulations

21 CFR Part 11. Imposes FDA-mandated policies or electronic records management on pharmaceutical companies

SEC 17A-4. Places sti SEC-enorced rules around retention and access to records related to securities transactions

Sarbarnes-Oxley (SOX). Addresses auditing and reporting or corporations to combat corporate accounting raud

Gramm-Leach Bliley Act (GLBA). Enacts regulations around data security in the nancial sector

FRCP. Sets limits around electronically produced and saved documents that are required as part o legal compliance

Plethware Archiving was built to address these and many more regulations that aect how you retain and retrieve email.

How Can Plethware Help?

With properly archived and retrievable email, your messages are automatically retained and immediately accessible

when requested. Ooading your archiving management to the experts at Pleth reduces internal server load, improves

production server operation and saves IT resources. In the Plethware archive you can:

Capture, index, and saely store up to 9 copies o auditable email; including header inormation, body, and attachment content

Use ull text search capabilities to nd email based on message components in a secure web-based search and discovery inter-

ace

Maintain original message integrity using WORM technology to assign date/time stamps and unique headers to saeguard

against deletion

Export to standards-based ormats like .pst, .pd, .txt, and mime

Gain unlimited storage with guaranteed uptime

How Safe is My Data with Plethware Archiving?

During transmission and storage, your data remains secure and private. Plethware Archiving provides you with:

Top tier, physically and logically secure data centers backed by the Plethware Cloud

Adherence to PCI DSS standards or payment card industry transactions

DoD standards-based encryption with HMAC-SHA1 authentication or tamper-proo data

The most current SSL encryption protocols or data center-to-device transmissions

Dynamically allocated, dedicated virtual machines delivering superior perormance even during activity spikes

An audit trail or every system interaction with reports detailing users, activity, date, time, and IP address


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Plethware ArchivingCompliance Overview

Freedom Information Act Sunshine Laws

The ederal government and nearly all state governments have established Open Recordslaws. The purpose o these laws is to provide a level o transparency to the activities o

government agencies and ofcials to their citizens. There are no specic guidelines on howlong emails must be retained. However, IT departments o these agencies must comply withthe request or inormation which, in the absence o an email archiving solution, typically

includes the laborious process o the restoration o backup tapes and the manual search acrossmultiple mailboxes. In many cases, this search only produces a raction o the emails pertaining

to the request.

Plethware Archiving provides quick deployment o email archiving or all government agenciesregardless o their email platorm. With secure capture o all emails and ull text indexing o

emails/attachments, Freedom o Inormation requests are ullled with limited expenditure oIT resources.

Federal Rules of Civil Procedure (FRCP)

The U.S. Supreme Court has recently ratied changes to the Federal Rules o Civil Procedure

(FRCP), which will take eect on December 1, 2006. These changes shit the rules o discoveryin a legal proceeding rom a ocus on policies or electronic records retention, disposition, and

preservation, to a ocus on procedures that will streamline evidence presentation.

Email and storage administrators need to answer key questions like:

Where is the data in question?

What actions were taken to preserve it?

How can the data be searched and reproduced?

Just what is the companys established data retention/deletion policy?

Importance o METADATA

Plethware Archiving helps organizations comply with the Federal Rules o Civil Procedure as

it pertains to email archiving by securely capturing, indexing and storing up to 9 copies oauditable email or easy retrieval through our search and discovery interace.

Open Meeting Laws

Most local governments (County, City, Towns, and School Districts) have strict Open Meeting

Laws. Join Letters, Conerence Calls, and Emails usually entail deliberation and are subject to

Open Meeting Laws.

SEC 17A-4 and NASD 3010

The Securities Exchange Commission (SEC) originally enacted the Securities Exchange Act in

1934, as a means o protecting investors rom raudulent or misleading claims by securitiesdealers. The Act required member rms to create and maintain transaction records that could

be reviewed and audited. In 1997, rule 17a-4 o the Act was amended to provide procedures orstorage o electronic records, including emails. This rule has since been interpreted to include

instant messages as well.


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Sarbanes-Oxley (SOX)

The Sarbanes-Oxley Act o 2002 was enacted in the wake o several major corporate and

accounting scandals. Its provisions aect email retention, integrity and oversight. Sarbanes-

Oxley applies to all publicly traded companies and the CPAs and attorneys associated withthese companies.

Section 802 presents a possible ne o up to $1,000,000 dollars or a prison sentence o

up to 20 years or any person who destroys, alters, mutilates, or conceals any electronic

document in an ofcial investigation.

Sarbanes-Oxley species minimum retention periods or all accounting records, work

papers, communications, le attachments, and documents whether transmitted via email,

instant messaging or other message modes.

Section 302 requires CFOs and CEOs to personally certiy and be accountable or their

rms record retention policies and nancial reports.

Section 404 requires auditors to certiy the underlying controls and processes that are

used to compile the nancial results o a company. Email is a critical component in beingable to achieve this certication.

Section 103(a) and 801(a) require companies to maintain all documents including

electronic documents that orm the basis o an audit or review or seven years.

Plethware Archiving assists companies in complying with the Sarbanes-Oxley Act as it pertains to

email archiving by securely capturing, indexing and storing up to 9 copies of auditable email for

easy retrieval through our search and discovery interface.


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HIPAA

This law was passed in 1996 and took eect in 2001. All organizations and business which

handle, maintain, store, or exchange private health or patient related-inormation, regardless

o size, are subject to HIPAA. In addition to health care providers and insurers, this includesemployers maintaining employee health records, lie insurers, public health authorities, organdonation banks, pharmacies, long-term acilities, billing agencies and clearinghouses. Eachinstance o intentional unauthorized disclosure is punishable by nes up to $250,000 and

possibly 10 years o jail time.

Section 164.312 establishes saeguards or electronic storage and maintenance o

individual health inormation. Organizations must ensure the condentiality, integrity and

availability o all protected electronic inormation it creates, receives or transmits.

Mandates the use o security measures in 164.312(e), like encryption, to protect electronic

health inormation rom unauthorized access while being transmitted over electronic

networks.

In HIPAA section 164.312 the law establishes strict requirements regarding user access,

authentication, and data protection.

Section 164.308 requires covered entities to establish contingency plans or responding to

emergencies which damage systems containing electronic protected health inormation.

This includes the ability to maintain retrievable copies o electronic records and having

disaster recovery plan to restore any loss o data.

Section 164.312(b) establishes audit controls to determine when messages were

delivered, manipulated or when administrators accessed the system.

Plethware Archiving helps organizations comply with the HIPAA regulation as it pertains to email

archiving by securely capturing, indexing, and storing up to 9 encrypted copies of auditable email

for easy retrieval through our search and discovery interface.

Plethware Archiving

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