Solutions. Enterprise. Archiving. for & IM Record Management. for & IM Record Management. The Message Archiver The Compliance Reviewer

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1 The Message Archiver The Compliance Reviewer Enterprise Archiving Solutions for & IM Record Management for & IM Record Management It s a matter of Reputation, Integrity & Control & IM Archiving; Supervision & Policy Enforcement; Disaster Recovery; Business Continuity; Litigation Discovery; Sarbanes-Oxley; Privacy Lanlogic 888-LANLOGIC (toll free) Technology Partner To learn more, visit Your partner in & IM Archiving (toll free)

2 ENTERPRISE ARCHIVING SOLUTION WELCOME AND THANK YOU for your interest in the archiving services of. We are confident that you will find our Enterprise Archiving solutions exceed your expectations. ARCHIVING has become a corporate necessity. You need to retain, protect, manage and ensure authenticity of your company s intellectual capital. But archiving is more than the preservation of your corporate records and attachments. It s a matter of Reputation, Integrity and Control. Selecting an archiving solution should be considered an investment in your company s future, both in terms of risk reduction and overall firm image. GLOBAL RELAY S ARCHIVING SERVICES help our customers on a daily basis troubleshoot and resolve key IT and business issues, and can play a mission critical role in your equation to achieving corporate excellence. Our technology reflects best practices standards that are quickly becoming the benchmark for record management. Here is why should be your partner in archiving: superior technology 24/7 support from dedicated professionals with the highest synergy of business, technical and legal expertise we are the developer, owner and operator of our own technology, not a reseller of another mission critical reliability, not a single incident of data loss in five years of providing archiving services it s a simple, outsourced, turnkey solution with same day seamless implementation unmatched speed enabling you to find any or attachment in about 3 seconds user-friendly with virtually no learning curve no special equipment, programming, software, hardware or other capital outlays technology is continuously and seamlessly updated to meet current technological, legal & regulatory needs secure National Security Association (NSA) level encryption for highest protection of records unlimited mailbox storage and scalability, designed to support millions of Users affordable & predictable budgeting we will tailor an all-encompassing archiving solution for companies of any size, structure, nature OUR ENTERPRISE ARCHIVING SOLUTION incorporates the Archiver, the Compliance Reviewer and advanced storage systems including primary online RAID storage, and the Storage Robot, our secondary near-online storage (NOS) robotic tape libraries using dedicated WORM (write once, read many) tapes. You can capitalize on our best-of-breed technology, which we initially developed to meet the SEC s stringent compliance requirements. ARCHIVING a) Why is our Archiver your indispensable business tool? See our summary of how our Archiver can play a mission critical role in your business; b) What is the Archiver? See our summary of the Archiver, our secure archival system, its user interface, benefits and features; and c) How does the Archiver work? See our explanatory diagrams of the Archiver depicting both the Inbound Message Processing and Customer Access. SUPERVISION OF POLICIES a) How does our Compliance Reviewer technology help you? See our summary of the Compliance Reviewer, our turnkey supervisory system, its User interface, and features that help monitor and enforce your company s policies; and b) How does the Compliance Reviewer actually work? See our explanatory diagram of the Compliance Reviewer s Supervisory System. ADDITIONAL INFORMATION a) Try our Website Demo or Free 30 Day Trial. The Archiver and the Compliance Reviewer demos, as well as the Sign Up for our 30 Day Trial are online at: No strings attached. For the trial, simply plug-in your server and you ll be archiving within hours! b) What about Sarbanes-Oxley, the Patriot Act and privacy legislation? Request our summary of how s Archiver helps your company meet these regulatory requirements. c) What Else? See our walkthrough of s suite of Services. Copyright All rights reserved. Not to be reproduced without permission

3 WHY IS OUR ARCHIVER YOUR INDISPENSABLE BUSINESS TOOL? has both revolutionized and imprisoned the business world. is now the most prevalent form of business communication, accounting for 65% of all correspondence. volumes and average message size grow by 42% and 22% per year, respectively. is simple to create, handy to use, and easy to send. However, by relying solely on today s backup procedures (or worse, no procedures), and financial loss are inevitable. Conventional tape backups are not a substitute for archiving: 1) it is expensive and time-consuming to recover from a tape backup; 2) that was accidentally or intentionally deleted will be unrecoverable within a week; 3) in the event of a hard drive crash, you will lose all created or received after your last backup; and 4) future upgrades of your tape hardware may make restoring data from old tapes unfeasible. Simply put, even by performing daily tape backups on a weekly tape rotation, your is at risk! With reliance on as your primary business communication tool, can you afford to lose your records? Even the most sophisticated companies have had system crashes resulting in massive loss. At the same time, the costs, effort and technology demanded by storing and managing this wealth of information are often staggering. SOLUTION? SIMPLY PLUG-IN GLOBAL RELAY S ARCHIVER AND STOP THE PAIN. It is an affordable, high performance solution that will provide your company with a superior balance of technology, service and support to efficiently meet all your management needs. It s your IT department s best friend. Your company will never lose again. It s a fool-proof backup and automated disaster recovery tool, alleviating the heavy burden on your IT personnel. It s a smart investment. As an outsourced solution, just plug-in the Archiver. You will eliminate expenses related to growing internal storage. No software, hardware or programming is required. It puts control back in your hands. Don t depend on disparate backup and storage systems, or the discretionary storage practices of employees to retain in their personal folders. The Archiver provides centralized storage for your company s and attachments. It let s your office managers shine. The Archiver keeps your company organized, boosts efficiency and collaboration. Using best practices procedures and safeguards, it helps enforce internal supervisory controls against inadequate data management practices. It recovers instantly. The Archiver s advanced but simple, search and retrieval system provides rapid recovery of all , attachments, indexes and audit trails, even if the original has been deleted. It provides ultimate employee mobility. All Users may rapidly view, retrieve, organize, reply to, forward, print or download any of their current or historical anytime/anywhere through any secure web browser. It records who said what when. By preserving a permanent copy of every incoming, internal and outgoing and attachment, the Archiver provides you with an indisputable chronological record to help safeguard you in the event of customer, supplier or employee issues, errors or allegations. It s a document versioning dream. By nature, the Archiver provides you with a record of what versions, of which documents, were distributed to whom, and when. It secures your information. Customer information is encrypted and securely protected ensuring that privacy, confidentiality and non-disclosure obligations are upheld. It provides you with a legal tool. can be legally admissible as evidence in a lawsuit. The Archiver enables you to produce evidentiary-quality records with full audit trails on history. It improves content & workforce productivity. With real time company-wide monitoring capabilities, it enables detection of inappropriate content that violates your company s policies or legislation. A side benefit is the measurable improvement in employee productivity and decrease of for personal use! It builds confidence & mitigates risks. Mismanaging critical customer or supplier information puts your professional reputation in jeopardy and undermines stakeholder confidence. The Archiver is your proactive risk management solution. Copyright All rights reserved. Not to be reproduced without permission

4 THE ARCHIVER Protect your business with a permanent record of every sent and received. In today s business world, whether communicating with suppliers, clients or employees within your company, virtually all agreements, understandings and documents are transmitted via . The Archiver, s flagship service, is an archival system with unlimited storage for the longterm preservation, access, management and retrieval of . The Archiver automatically captures an indelible copy of every and attachment. It securely and confidentially stores and organizes the in s Data Center using best practices standards of lifecycle management. The simple, timesaving search and retrieval process provides rapid access to current and historical records, even if the original has been deleted. To find any or attachment in about 3 seconds click the Search Archive icon The simple, intuitive user interface finds messages based on headers and key words contained within the or attachments. Search by any combination of: Year Date Range From To / Cc Subject Keyword Attachment file name Business Benefits of the Archiver: the assurance that you will never lose rapid User access via any secure web browser at any time Users may view, organize, reply to, forward, print or download any current or historical instantly exclusive individual login provided for each employee to securely access their archive access by managers to their assigned groups, and by administrators to company-wide seamlessly plugs into your server capturing incoming, internal and outgoing 1 Global Mail accounts ( s outsourced POP, IMAP and Webmail) can be provided imports existing full text indexing allowing keyword searches on , headers and attachments ensures integrity, quality & authenticity of records with auditable & evidentiary-quality copies efficiently & effectively meet internal, corporate governance, subpoena & discovery requests Technical Features of the Archiver: National Security Association (NSA) level encryption for highest protection of records built on the technology originally developed to meet stringent SEC compliance regulation User-defined folders to categorize for organizational or litigation purposes, with fast export to CD filters can be set to display or ignore SPAM 2 records are serialized, time-date stamped and authenticated through write-verification complete lifecycle management with ability to define retention and disposal periods simultaneous real-time mirrored primary online RAID storage and secondary near online storage (NOS) NOS stores on the Storage Robot, our robotic dedicated WORM (write once, read many) tape library secure offsite storage with 24 hour tape rotation copies can be written to CD, DVD and WORM tape, if requested for a reasonable fee 1 If your firm uses instant messaging (IM) for business, s optional Global Messenger captures IM for archiving purposes 2 s optional Gateway service removes SPAM prior to receipt by your server or the Archiver Copyright All rights reserved. Not to be reproduced without permission

5 THE ARCHIVER: INBOUND MESSAGE PROCESSING The following depicts the high performance inbound message processing of the Archiver. SERVERS are operated as either an in-house mail service by your company, or as an outsourced mail solution. All incoming, internal and outgoing , whether from your servers or s servers, is forwarded to and captured by the Archiver in real time over a secure Internet connection. is forwarded in one of two ways. If your company operates its own dedicated servers (such as Exchange), we will provide a simple plug-in to enable secure mail forwarding. If your company requires outsourced , s system, GLOBAL MAIL, offers POP, IMAP and Webmail access. Both forwarding systems seamlessly integrate with the Archiver. ARCHIVER captures, serializes, time-dates and duplicates all to its database, with a true copy of each concurrently stored on its primary, secondary and offsite storage systems. The Archiver simultaneous performs: 1) a Rules-Based Parsing Analysis; and 2) File Storage Processing. RULES-BASED PARSING ANALYSIS 1. SCANNING is performed on header, text body and attachments stripping all relevant text and metadata (data on data) from the record. Word.doc Acrobat.pdf Excel.xls Power Point.ppt Web.html Text.txt FILE STORAGE PROCESSING 1. WRITE VERIFICATION PROCESS ensures your records are protected as they are first encrypted and then written to the Primary Online storage systems and the Secondary NOS Storage Robot. The processed record is automatically compared with the original before the original is deleted (original is stored in a buffer for 72 hours), to verify the quality and accuracy of the storage media recording process. 2. COMPLIANCE REVIEWER, integrated with the Archiver, uses custom rules configured by authorized Users to flag keywords and phrases contained within and attachments. An audit trail and reviewer action log is created and archived. 3. SPAM is automatically eliminated from common database searches by the Archiver, through identifying common SPAM recognition tags placed in headers by SPAM scanners. 4. DATABASE all scanned text and metadata is serialized, time-dated and written to the Archiver s database in real time. 5. LIFECYCLE MANAGEMENT OF , including audit trails and administrator action logs, is complete once retention and disposal schedules are met, and audit reports are generated. 2. FILE ENCRYPTION meets National Security Agency (NSA) standards by using AES encryption algorithms and secondary RSA encryption algorithms before being stored. The encryption (and decryption) process is transparent to Users. 3. PRIMARY ONLINE STORAGE systems preserve in real time, simultaneously with the Secondary Storage Robot, a permanent copy of all archived in the Archiver using RAID discs with write-verification. 4. SECONDARY STORAGE (WORM) systems preserve a second copy of to the Storage Robot, our near-online storage (NOS) robotic tape libraries using dedicated WORM tapes and write-verification. 5. OFFSITE STORAGE with 24 hour tape rotation, securely archives a permanent copy of stored on the Primary and Secondary Storage systems, for purposes of disaster recovery and long-term storage. Copyright All rights reserved. Not to be reproduced without permission

6 THE ARCHIVER: CUSTOMER ACCESS Simple, secure and powerful, the Archiver works in the background archiving all your company s records. EVERY ELECTRONIC RECORD is automatically captured by the Archiver in real time. This includes incoming, internal and outgoing , whether from your company s servers or s servers. The process confidentially organizes and securely preserves your intellectual business assets, diminishing risks and problems that often result from poorly managed, latent, lost or deleted records. By nature, the Archiver tracks who said what, when, and provides you with a record of what versions, of which documents, were distributed to whom, and when. Imagine the power behind having a permanent archived copy of all electronic business assets, such as: ACCESS IS MADE EASY through the Archiver s intuitive user interface. Using any secure web browser connected to the Internet, rapid access is provided to: employees, via an exclusive individual login, in order to obtain their managers in order to review their assigned group s business administrators, or other Authorized Users, to monitor company-wide From any location - whether office, home or traveling - all Users are able to access a permanent record of their current & historical , even if the original has been deleted. The Archiver provides a simple, search and retrieval process allowing all Users to Find, View, Print, Reply, Reply All, Forward or Download . Authorized Users may be assigned additional privileges allowing them to access, search and view the of other Users, User groups, or even company-wide . Authorized Users may include the Administrator, the owner, managers, an auditor or a regulator. Copyright All rights reserved. Not to be reproduced without permission

7 THE COMPLIANCE REVIEWER Take control Protect your company with an early warning system. In this high tech era, your company needs to capitalize on its IT, employees, and business processes, protect itself and compete. Working with the Archiver, s Compliance Reviewer is a turnkey supervisory system to enforce and monitor your company s policies and procedures. Your company is liable for all distributed via your company s system. Accordingly, to protect your company and its employees from potentially damaging incoming, internal and outgoing , your company can implement a flexible multi-tier monitoring system, consisting of Reviewer(s) and Super Reviewer(s), to review flagged . Effectively, be the first to know about internal issues before they become public problems, not the last. of any User can be flagged for review by any combination of the following methods: (1) real time import scanning for keyword or phrase violations (we provide a start-up list of suggested words); (2) structured query using various search criteria (uses enhanced search criteria of the Archiver); or (3) by defined random sampling rules (by User, User group, or company as a whole). As demonstrated below, via an intuitive, color-coded icon based user interface, a Reviewer (typically, the owner, manager or HR personnel) can instantaneously retrieve for review any flagged . A Reviewer is then able to evaluate and select the appropriate action icon to log the status of the . If applicable, a first level Reviewer may escalate any non-compliant to a Super Reviewer for further evaluation. Once an has been: Flagged for review REVIEWER may mark the as: No action taken Compliant Non-compliant Non-compliant - Closed If Escalated Flagged for review, the is marked: SUPER REVIEWER may mark the as: No action taken Compliant Non-compliant Non-compliant - Closed Business Benefits of the Compliance Reviewer: ability to enforce company policies regarding appropriate usage, corporate governance & privacy real-time detection of inappropriate or misleading , which may violate firm policies or regulation guards against disclosure of company trade secrets, confidential documents or intellectual property unifies and synchronizes your IT, employees and business processes Technical Features of the Compliance Reviewer: rapid access to advanced monitoring and review functions via any secure web browser automated flagging of for review based on import scanning, structured query or random sampling review of entire messages and attachments, or rapid review of headers only, with virtually no latency keyword flagging rules may be applied to all or any combination of incoming, internal and outgoing keyword search results are highlighted in different colors within the for quick discovery keyword list for import scanning can be customized to exclude specific words and phrases (e.g. disclaimers) ability of Reviewer to log review history with action icons and predefined or issue specific comments Reviewer-defined folders to categorize for organizational or litigation purposes, with fast export to CD detailed time stamped logs with audit trail history of each executed review and related actions taken Note, that due to the real time company-wide monitoring capabilities, an added value of the Compliance Reviewer is the measurable improvements in employee productivity and the decrease in personal use! Copyright All rights reserved. Not to be reproduced without permission

8 THE COMPLIANCE REVIEWER: SUPERVISORY SYSTEM The Compliance Reviewer is configured to enforce and monitor your company s supervisory policies and procedures. ADMINISTRATOR sets up your Company s Users and assigns them to User Groups; appoints Reviewer(s) to monitor specific User Groups, and if required, appoints Super Reviewer(s) to assist Reviewers. Administrator also provides access to authorized persons (such as owners, managers, HR or auditors). USER has access to a permanent record of their from any location. Specific Users (i.e.: a manager) may be assigned access to additional User accounts by the Administrator. A User can reply, forward, print or download their , but has no ability to access records relating to any supervisory review of their . REVIEWER has access to of its assigned User Group(s) in order to carry out the first level review. may be Flagged for Review through real time keyword scanning, specific search criteria or random sampling. The Reviewer then may review the flagged . Through simple color-coded icons, the Reviewer marks the as Compliant or Non-compliant. If No Action Taken, such will be marked accordingly, and become subject to a time violation if not dealt with. An explanatory comment must accompany all non-compliant and/or Escalated , in order to assist the assigned Super Reviewer, or otherwise detail the review process. may be organized into Reviewer-defined folders. Once a noncompliant has been fully dealt with, it may be marked as Non-compliant - Closed. SUPER REVIEWER has all access and review capabilities of the Reviewer, as well as company-wide access to all User (unless specifically restricted) to carry out the second level review. Similar to the Reviewer, once an has been Escalated and Flagged for Review, the may be marked as Compliant, Non-compliant or No Action Taken. Once has been Escalated to the Super Reviewer, the Reviewer can no longer take any actions. The Super Reviewer has access to any Reviewer-defined folders. Once a non-compliant has been fully dealt with, it may be marked as Non-compliant - Closed. CUSTOMIZED STRUCTURE To organize the review of flagged of employees, Administrator may establish multiple User Groups by domain, department, office, division or management team, and may assign multi-tier Reviewers. Owners, managers or even auditors can also be assigned review privileges. The company can directly manage the review structure and adjust User Groups, access rights or levels of review to fit the company s evolving needs. Reviewer-defined folders help organize reviews. Copyright All rights reserved. Not to be reproduced without permission