archiving with dg mail. Simple. Safe. Fast.

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1 Simple. Safe. Fast.

2 Stability and compliance for your is fast. is convenient. And should remain that way. However, the phenomenally fast growth of communications represents a challenge for the IT sector. To keep ing costs reasonable, an infrastructure infrastructure costs are rising annually by 30%, must be ready and able to accommodate a continual and rapid i.e. they double every three years growth in volume. In fact, the demand for managed storage, System stability declines as mail volume increases high performance disk space for is now increasing by Postbox sizes and administration time for each postbox and up to 30% annually and as a result, mail server architectures employee increase also based on Microsoft Exchange or IBM Lotus Notes are As a result, help desk mail quota management and restoration rapidly reaching their limits, requiring a constant stream of efforts also increase linearly as the traffic continues to additional investment. Putting aside the costs for additional grow hardware and licenses, the costs for IT administration and IT help desk alone are helping to balloon costs dramatically. +30% +30% +30% Keep it simple with easy integration dg mail is integrated with the existing infrastructure on the server side. The software archives all s and attachments. You determine how it s done. s and their attachments are stored in a highly-tested archiving system designed to ensure the revision-safe status of all data to enable long-term and very long-term archiving. As a result, very small reference files is the only thing that needs to be stored in the mailbox itself. The integrated singleinstancing functionality automatically eliminates archiving duplications. The result: drastically reduced storage requirements. The volume on the mail servers drops by an average of 70%. The number of mailbox items is considerably reduced by an innovative three-phase archiving process. The result is a far more stable infrastructure which can also handle sustained, long-term, rapid growth to accommodate the deluge of s. Installation and startup generally take only one day. dg mail is fully integrated with Microsoft Outlook. Microsoft Outlook Web Access, IBM Lotus Notes, Novell GroupWise and other system formats are supported as well. Microsoft Outlook Outlook Web Access Microsoft Exchange Server Storage Infrastructure IBM Lotus Notes IBM Domino Server 2

3 Compliance in communication Information is more than bits and bytes. Today they have legally binding document status and must be saved permanently. The regulations are overwhelming. There are numerous national legislative measures, local tax legislations and international regulations such as Basel II or the Sarbane- Oxley Act that stipulate extensive requirements for the long-term archiving of documents, files, data and s, possibly in addition to a company s internal compliance guidelines. The introduction of suitable IT systems for secure and longterm archiving has thus become a necessity. The vast number of requirements is already bewildering for small companies. How should IT prepare itself for the job? Self-defined guidelines Industry-specific guidelines MiFID HIPAA National legislation Basel II SOX SEC 17-A4... Core requirements Compliance BPCP AML/ CFT laws J-SOX Article L 102 B FSMA 2000 GoB FOIA EUDPD Local legislation in target markets Function-specific guidelines Compliance fulfillment get it right from the first day Enterprise IT should concentrate on the essentials: Satisfy compliance guidelines and legal requirements by introducing a company-wide archiving and compliance infrastructure. In fact, from the viewpoint of IT, compliance requirements can be summarized into two key points: Build a secure and long-term archiving infrastructure of enterprise-wide communications with the capabilities of executing high-performance data search and retrieval. dg mail is the optimal solution for this purpose. dg mail automatically and completely archives all incoming and outgoing mails and can optionally do the same for all s sent internally as well. Private traffic and spam are controlled by approved procedures. Right from the first day, you have the security you need to comply with pending fiscal audits or legal proceedings. Functional or department-specific procedures for storing information can be successively introduced, once the initial requirements have been specifically formulated for a fundamental, enterprise-wide archiving policy. In addition to the storage benefits, archiving gives you an additional critical advantage: relevant information can be found faster, more securely and more completely by the powerful search functions. GDPdU SOX WPHG... compliance infrastructure Responsibility of the specialists: work proceedings, installation and revision Responsibility of IT: archiving and search 3

4 technically superior Three-phase archiving permits a typical 70% drastic reduction of mailbox size Virtually unlimited mailboxes allow you to reduce mail quota management needs Integrated high-performance search technology Integrated OCR engine for full text search or scanned attachments such as contracts or fax documents Staggered control concept for automated archiving Easy management of lifetimes in the archive Zero footprint policy on the server ensures stability and performance Rendition capabilities guarantees long-term readability even if the mail system is changed Offline ability for laptop archives Archive volume controls enables efficient backup Automatic deployment without needing administrative support Support of all memory media and storage platforms Lean Access Management: access rights are transparently taken over by the system High-performance administration tools classification using x-headers No change for the user At first glance, nothing seems to change for the user since dg mail inserts itself seamlessly and intuitively into the environment. When needed, specific s can be located anytime even after years without difficulty due to simple-to-use search functions. Central default settings enable every user to immediately benefit from the automated administration and archiving advantages without having to readjust their way of working. All s, including attachments, are securely archived in the original format Simple and intuitive operation guarantees user acceptance without additional training With one click, archived s can be immediately restored in the original format Intelligent reconstruction functions also permit the user to restore larger quantities of s including their original directory structure In addition to standard search fields such as sender, receiver, subject, date etc., dg mail allows full text search of both s and attachments Older s can be found significantly faster than before Reduces the user s personal mailbox administration needs 4

5 Increased security, decreased costs, compliance fulfilled Solve three problems at once with dg mail: Secure the performance of your infrastructure, reduce costs and satisfy existing and new compliance requirements. dg mail delivers practical functionality combined with forward-thinking capabilities: revision-safe archiving within a lean, efficient, secure IT structure for traffic that enables significant cost reductions within your organization. With dg mail: You can relieve and stabilize your infrastructure to ensure the future performance of your system. You can reduce storage and hardware costs while reducing the drain on administrative and help desk services. IT is prepared to meet the legal guidelines and company-internal compliance guidelines. You can rapidly search and reproduce subject-specific s and attachments if necessary. You can condense the volume per user by employing a central archiving system that organizes the mail boxes. You can easily implement specific archiving structures for departments or functions. You can classify your s to simplify processing and filing. You can easily and centrally control data conservation duties and times. File/Storage SharePoint Mail ERP Other Apps DAS, NAS, SAN, CIFS, NFS, NTFS... MS-Office, MS-SharePoint... MS-Exchange, IBM Lotus Notes... JD Edwards, MS-Dynamics, SAP... CRM, Legacy, PPC, TPS... unified archiving backbone on premise edition cloud edition STORAGE LAYERS simple storage Optical, Disks, NAS... retention aware storage EMC Centera, Fast LTA, IBM TSM, NetApp Snaplock... cloud storage 5

6 The innovative archiving solution specialist dataglobal is a global technology leader for analyzing, classifying, managing and archiving information enterprise-wide. The dg products are a benchmark for Unified Storage and Information Management and include the revolutionary Unified Archiving approach. Unified Storage and Information Management helps customers perform high-performance analysis and efficient management of large files and information resources specifically across heterogeneous file server and storage infrastructures. dataglobal also pioneered file classification of unstructured, heterogeneous storage environments. The dg product family includes modules that 1) analyze and classify data and information, 2) perform intelligent hierarchical storage management, 3) implement legally compliant long-term archiving and 4) enables storage consumption charge back based on real world usage tracking. The dataglobal product family is fully integrated and supports a wide range of platforms. dataglobal s Unified Archiving established a new generation of archiving solutions, making it possible to solve all archiving issues within an enterprise with a centralized and unified infrastructure. Typical applications include the archiving of s, documents, files, records, ERP data, file servers and sharepoint- objects as well as the unusual capability to integrate such items as voice recordings with the archive. Compliance requirements, e-discovery and retention management can be easily fulfilled, significantly decreasing storage and management costs. dataglobal has 25 years of experience in data management and digital archiving. More than 1,800 successful installations in over 40 countries worldwide are a testament to the performance of dataglobal s products. Customers include 3M, AUDI, E.ON, the German Stock Exchange Group, Knorr-Bremse, Mars and Voestalpine. dataglobal is headquartered in Heilbronn with branches in Hamburg, Los Gatos (USA) and Cluj-Napoca (Romania). dataglobal also maintains a global network of successful implementation partners. info@dataglobal.com dataglobal GmbH Im Zukunftspark Heilbronn Germany P +49 (0) / F +49 (0) /