ArcMail

ArcMail is delighted to announce the winner of our January “Get It Faster” contest! The contest theme revolved around New Year’s resolutions. We asked fans to tweet any prize (up to $50) that would help achieve their New Year’s resolutions. Over the course of the month, we received over 50 entries and several unique answers, but only one creative tweeter could win. Without further ado, we’d like to formally congratulate Nick Kuchinski from Virtual Graffiti, Inc. (@VirtualGraffiti) for having the most creative and innovative answer! His winning entry read, “I just entered @ArcMail's #getitfaster contest to win a Bluetooth Hands Free Car Kit, to avoid those distracted driving tickets!” So we’re helping him get it faster—with a $50 Visa gift card towards the Bluetooth hands free car kit of his choice. Now he’ll be driving safer all year long and he’s thrilled about it!

We followed up with Nick after the contest and asked what propelled him to enter, what he learned about email archiving appliances and how excited he was to win. His reaction: “I am very excited to win, can’t wait to have a hands-free Bluetooth system in my car! When I saw ArcMail’s tweet about this unique contest I was immediately curious and impressed by the creativeness of the contest. So I thought, why not? I’ll give it a shot! I learned that ArcMail has a creative marketing team and I was already well informed about ArcMail’s innovative archival solutions because my company is a reseller of ArcMail products.” How cool is that?

In fact we had such great responses to January’s contest, we’re running another one. Throughout February, we’re asking fans to “Tweet the lamest way to spend Valentine’s Day to win $50!” Why? Because our information archiving solutions make it fast and easy to find the specific information you’re looking for. We think $50 will help our Twitter fans find what they’re looking for too. Since February 14th is also Singles Awareness Day (SAD) for some people and we want to hear some pathetic ways to spend Valentine's Day. The most hilariously depressing entry wins! Give yourself a laugh and go check out people’s responses; you can even enter the contest. We’ll select the most creative and comical entry on March 1st so stay tuned-in to our blog to hear about this month’s winner.

For more information and updates from ArcMail, join us on LinkedIn, Twitter and Facebook.

ArcMail is pleased to announce that it is one of only two companies to be named an email archiving “innovator” in Info-Tech Research Group’s 2012 Vendor Landscape Report, which assesses and recognizes outstanding vendors in the technology marketplace. The report gave ArcMail high marks for its products’ usability, affordability and architecture – as well as its channel program strategy – stating, “Organizations seeking a cost-effective solution that integrates with all major email platforms should look towards ArcMail Defender, an appliance platform that is quick and easy to deploy.”

Adoption of Email Archiving is on the Rise

In addition to the accolades ArcMail received, the report also highlighted that the adoption rate of email archiving is rapidly increasing due to the risks and consequences companies face if they don’t have the right technology in place. According to the group’s survey results:

• 58% of organizations currently already have an email archiving solution in place
• 27% are planning to deploy within the next 18 months

“The Vendor Landscape report highlights several important trends including the shift toward demand for email archiving solutions being driven primarily as a means to meet regulatory compliance needs and save the IT department time and grief," noted Rory Welch, CEO of ArcMail. "ArcMail remains dedicated to meeting and exceeding our customers’ email compliance, data protection and rapid-fire information retrieval needs, and we’re very pleased to receive this recognition, particularly in the area of innovation, which continues to be an ArcMail competitive advantage.”

Want to learn more? For all the details on Info-Tech Research Group’s 2012 findings, please read the full press release.

How can you help ensure your email and data in the cloud is protected?

• Where is my data being physically stored?
• What are the SLA(s)?
• What are your security testing policies?
• Will my data transmissions be encrypted?
• Do you have built in redundancy for server failure?

• In 2011's Hank's Beverage Company vs. Ajinomoto Company, Inc. et al. case, a clerk awarded the prevailing party $567,000 in reimbursement for eDiscovery costs.
• In a federal appellate case, an Atlanta court taxed the losing plaintiff $268,000 for a “highly technical” discovery.
• In a trademark infringement case out of South Florida, the judge declined to tax eDiscovery costs because he believed the tasks were not complex enough to warrant the high costs charged.

Directive focuses on improving the archiving and management systems for email and social media

In an effort to “improve performance and promote openness and accountability by better documenting agency actions and decisions,” U.S. President Barack Obama issued an agency-wide mandate in late 2011 requiring that every agency within the executive branch conduct a full evaluation of its record management programs and practices within 120 days. These evaluations, which will specifically focus on electronic records including email and social media, will also force a closer look at programs that are currently using or developing cloud-based services. The goal will be to not only ensure that secure, efficient and cost-effective systems are in place, but that they can handle the rapid growth of electronic communications predicted in the future.

The recent White House mandate states, “Greater reliance on electronic communication and systems has radically increased the volume and diversity of information that agencies must manage…. If records management… [is] not updated for a digital age, the surge in information could overwhelm agency systems, leading to higher costs and lost records.”

A mandate to improve eDiscovery?

While the term ‘eDiscovery’ is not included in the memorandum, many legal industry experts speculate that this new mandate is rooted in improving eDiscovery response time and the costs associated with the thousands of cases the US government is involved in each year.

According to Robert Hilson, staff writer for the ACEDS (Association of Certified eDiscovery Specialists), “The mandate will have widespread, long-standing influence on the agencies and the records they gather in all parts of the country and all places where US foreign missions, military facilities or organizations like the Peace Corps are present. The mandate’s effects will be followed closely by the thousands of persons, companies and other organizations that tangle with Uncle Sam in courts throughout the 93 judicial districts and in the specialized courts that deal with things like taxes and patents.”

Are reforms coming to an agency near you? ArcMail can help.

Once the evaluations have been completed, the National Archives and the Office of Management and Budget will have an additional four months to provide specific requirements that each agency must meet in successfully reforming their records management policies and practices. For those agencies in need of a partner to help, ArcMail is the answer. Our cost-effective data and email archiving solutions are specifically designed to meet the strict compliance guidelines set out for government agencies, including flexible options for securely archiving email and social media like instant messages and Salesforce™ Chatter™ in the cloud.

To learn more about ArcMail’s comprehensive archiving solutions, please contact us today.

• Education
• Finance
• Government
• Healthcare
• Construction
• Legal
• Manufacturing
• Media
• Retail

Industry experts weigh in on the possible pros and cons of this extreme measure

CEO Thierry Breton of Atos, an international IT company that employs nearly 75,000 and brings in over $8B in annual revenues, made headlines across the world this month for enforcing a “zero email” policy that will go into effect over the next 18 months. The reason? He believes that the use of internal emails has become unsustainable and unproductive for his employees. Citing that only 15% of the 100 daily emails his employees receive are useful and the rest are spam, he hopes the ban will free up 15 to 20 hours of time per week that employees can spend on more useful activities. What’s the alternative? While external emails will still be used, internal communications will be restricted to chat, text and social media communication tools.

A forward-thinking policy? Or too extreme to implement?

As you can imagine, the online news outlets and blogosphere went crazy when this news hit, and while many commended the company for its forward thinking – after all, email usage is declining among the younger generations – most were skeptical of how it could be successfully implemented in a business setting. Some of the reasons for the skepticism include:

• Fewer emails may mean more meetings - Without detailed email communications, some experts believe that more face-to-face meetings will be necessary, taking up a significant portion of the time Breton hopes to save.
• IMs/texts are disruptive tools – While IMs and texts can help streamline communications, ultimately they are disruptive communication tools (i.e., one may initiate a chat or text conversation anytime, but it may not be a good time for the target) so employees may have trouble instantly connecting to busy co-workers. This may necessitate posting a message -- similar to the emails they would have sent -- to a social media site and waiting for a reply.
• Productivity could still suffer - Increasing office chat could also backfire in the productivity department if employees begin over communicating or using IMs and texts to discuss non-work related topics.
• Organizing and finding communications may be more difficult – Organizing and keeping track of chat, text and social media conversations can be extremely difficult depending on the tools one uses. Not to mention the need to archive and easily find those communications – as required by law for many industries – must also be considered. Industry-leading archiving companies like ArcMail offer multi-platform archiving solutions that can meet these needs.

Are improved email policies a better solution?

If the primary reason that internal emails are being banned is due to spam or the proliferation of unnecessary or lengthy emails, there are a few easy fixes that could be enforced to help solve the problem.

• Update spam filters to block more outside spam from getting through
  • Ensure employees are marking junk emails as spam as part of this process
• Update internal email policies with specific rules on:
  • When it’s appropriate to send an email and when it is not
  • Who should be included on emails and who should not
  • How often email updates should be sent out
  • What the acceptable length of an email is (i.e. 1-5 sentences)

According to a BBC News interview with Breton on December 6, 2011, the amount of internal emails at Atos has already been reduced by 20% since the announcement. Imagine what a few extra guidelines like these could do?

Please share your comments on this topic below or visit www.arcmail.com to learn more about our IM, SalesForce™ Chatter™ and email archiving solutions.

ArcMail’s latest whitepaper explains the steps you should take to avoid a similar fate.

Last week, Reuters reported that Citigroup has agreed to pay a massive fine – $750,000 – for losing millions of emails during an email archiving system upgrade between October 2008 and December 2009. According to settlement documents, the lost emails “potentially impacted the firm’s ability to respond to email requests in Financial Industry Regulatory Authority (FINRA) investigations and other matters.”

Citigroup self-reported the problem to the watchdog group and released the following statement: “Citi takes matter of email retention very seriously. We self-reported this issue to FINRA, conducted a thorough investigation and adopted enhancements to our systems and procedures. We are pleased to have settled this matter.”

How can you ensure a similar violation doesn’t occur at your company?

ArcMail and Osterman Research just teamed up on their latest whitepaper to answer that question and more. The whitepaper, entitled The Critical Importance of Archiving in the Financial Services Industry, walks readers through the following fine points:

• an overview of the financial services sector and its use of electronic communications
• the future of archiving in financial services
• the communications and content that must be preserved
• different requirements based on roles and functions
• the growing list of compliance obligations
• the consequences of non-compliance
• the specific steps you should take to address compliance and retention obligations

You can follow this link to read the full whitepaper, or contact ArcMail today to learn about the email archiving solutions we offer for the financial services industry.

As a sales manager, a great deal of my time is spent meeting with companies who are evaluating potential archiving partners and products – and, of course – answering the all-important question, “Why should I choose ArcMail?” With over four years of these conversations under my belt, I thought it might be helpful to share my thoughts on the most important factors to consider when choosing the right data and email archiving partner for your business, and what sets ArcMail apart from the competition.

Choosing an archiving specialist versus non-specialist

It seems like everyone is offering some sort of an archiving product or service these days -- from backup and storage companies like Symantec, to security and networking companies like Barracuda, to software companies like Microsoft. But, choosing a company or product that doesn’t focus on archiving as its core competency can put you at risk, especially if you are in a regulated industry like finance, healthcare, or government. These companies often don’t understand all the compliance regulations you need to adhere to nor do they provide a comprehensive email archiving solution you can rely on for quick and cost-effective access to emails for eDiscovery.

Key factors to evaluate when choosing an email archiving solution

In my opinion, the most important factors to consider when you choose your data and email archiving partner and long-term solution include:

• Search time and ease-of-use – When you need to produce emails quickly and cost-effectively for eDiscovery, an intuitive search interface with fast search times can save you a significant amount of time and money.
• Indexing capabilities – This is key because your archived data and emails are only useful to you if you can find them!
• Security and privacy of content – This is a hot topic right now considering cloud archiving services pose both security and privacy risks if they are not configured correctly. Whatever solution you choose must be secure, protect you from data loss and ensure your content does not fall into the wrong hands.
• Cost – This is a big concern for many companies, especially given the current economy – and, there is a huge range of cost your solution could fall into. Custom solutions designed and built by companies like IBM can skyrocket into hundreds of thousands of dollars, and off-the-shelf email archiving software can cost hundreds in addition hardware necessary to implement the solution.
• Innovation - The archiving space is changing every day, so you need a partner that is committed to creating new and better archiving products to meet your future needs.
• Ongoing Support – You need a company that will take the time to understand your specific needs when building your solution and also be committed to giving you ongoing support when you need it.
• Time-to-implement – This is a major consideration for any company that needs a solution implemented fairly quickly, and this can vary wildly depending on what type of solution you choose.
• Platforms supported – You’ll definitely need a company that supports the email program you use now, as well as the other communication tools you use like instant messaging, Salesforce™ Chatter™, etc.

What sets ArcMail apart from the competition

While all of the key factors listed above are at the heart of ArcMail’s email archiving solutions, what really sets ArcMail apart to our customers is that:

• We are pioneers – We built the core of our system seven years ago, long before most email archiving solutions even came to market.
• Archiving and indexing are synonymous to us – Everything that we archive is automatically indexed to ensure you can easily find and manage your content.
• We offer the fastest search times in the industry – The reason our search is the fastest out there is because of the core indexing engine and very small middleware we’ve developed.
• We’re focused on innovation – We’ve launched three new products in the last few months and are continually producing more.
• We care about our customers – We truly care about our customers and our long-term relationships with them. Our customer support is also 100% located in the USA.

Want to learn more about why ArcMail is the safest, fastest and most economical email solution in the industry? Visit our website, or give us a call today at 866-906-9963 to schedule your own personal, online product demo or office visit.

Get cost savings and convenience with secure storage in the cloud.

ArcMail is pleased to announce the launch of our highly anticipated Cloud Storage Gateway product, which allows you to leverage your existing storage infrastructures to store your archived content anywhere – in your local SAN, remote data centers, and private or public clouds. With the Cloud Storage Gateway, you have the all the benefits of ArcMail’s trusted archiving solutions – automatic indexing, the fastest search times and data security – without any additional hardware or maintenance costs.

How it works.

The Cloud Storage Gateway securely encrypts your electronic communications and related attachments and stores them in the remote or on-site locations of your choice.

Your data. Your choice.

ArcMail Cloud Storage Gateway not only gives you the freedom to choose virtually any cloud storage partner, including Amazon S3, Rackspace Cloud Files, Microsoft Azure and OpenStack, you can also control what files go where and how long they stay. Using a combination “near store” and “far store” approach, your IT department can determine the files they want securely available on-site, while also taking advantage of the cost savings that cloud storage offers.

Get started with the Cloud Storage Gateway today.

Want to learn more about how the Cloud Storage Gateway can revolutionize your content and email archiving solution? Please read our press release, visit our Cloud Storage Gateway web page, or contact our sales team today.

Webinar highlights 4 real-world examples of how much your company could save

When you crunch the numbers, it’s obvious that content and email archiving should no longer be thought of as a “cost center,” but a platform for “cost savings” instead. Consider these impressive use-case examples presented by Osterman Research during the ArcMail-sponsored webinar Understanding the True Costs and Benefits of Archiving.

• Watch the full webinar anytime here.
• To view the specific data and cost analysis used in the examples below, please download Osterman’s whitepaper Quantifying the Costs and Benefits of Archiving Email and Other Electronic Content.

Example #1 - Regulatory or Legal eDiscovery

• 500-seat organization
• Must retrieve content from the equivalent of 500 backup tapes
• Total cost without archiving: $75,538 (legal and IT hourly labor costs)
• Total cost with archiving: $35,000
• Primary benefit: eliminating IT costs and reducing search time for legal staff
• Savings: $40,538

Example #2 – Early Case Assessment

• 500-seat organization
• Must examine content from equivalent of 100 backup tapes
• Total cost without archiving: $14,908 (legal and IT hourly labor costs)
• Total cost with archiving: $6,400
• Primary benefit: eliminating IT costs and reducing search time for legal staff
• Savings: $8,508

Example #3: Email Server Restore

• 500-seat organization
• Restore takes 6 hours without email archiving, 2 hours with archiving
• Total cost without archiving: $28,845 (6 hours at 25% lower productivity)
• Total cost with archiving: $9,615
• Primary benefit: reducing lost productivity
• Savings: $19,230

Example #4 – End-User Access to Archives

• 500-seat organization
• Typical user has to recover one document per month
• IT requires 30 minutes to recover a document, user requires 5 minutes
• Total cost without archiving: $115,385
• Total cost with archiving: $19,230
• Primary benefit: reducing lost productivity and IT costs
• Savings: $96,155

Other Reasons to Archive

There are many reasons to archive – even if you aren’t part of a regulated industry. As Michael Osterman pointed out, archiving is “the Swiss army knife of electronic communication technologies” that allows you to:

• Respond to legal requests
• Satisfy regulatory obligations
• Find old/missing content yourself (if users delete files or are missing files, they can find them on their own)
• Free up email storage and space on other servers
• Retain corporate memory and find information by topic
• Migrate to new systems – archiving allows you to keep all of your information so you can transition users over to a new system

What Should You Archive?

Archiving shouldn’t be limited to email anymore (although that’s a big piece). Here are all the content types you should consider building into your comprehensive data and email archiving solution:

• Email (30-35% of the day is spent on email – so it’s the biggest repository of content)
• Files, databases, etc.
• Instant messages
• Social media content (like Salesforce Chatter)
• Websites
• Other content that contains business records or important documents

Contact ArcMail today to learn more about the content and email archiving solutions we offer that can help increase your company’s annual cost savings.

• Email:  In spite of the widespread adoption of social media, email remains the business community’s number-one tool of choice for communicating and conversing with customers and colleagues. It will be at least three more years before social networking surpasses email as the go-to tool for electronic business communication, according to industry analysts.

• Smartphones:  In the U.S., 75 million employees are thankful to be equipped with personal or company-owned mobile phones.  A whopping 90% of smartphone owners use their devices daily to check email and surf the web, reports the Pew Internet & American Life Project.  Unfortunately for employers, mobile device use increases liability risks when employees talk, text, email, and surf while driving.  Smartphones also can lead to email management, email retention, and e-discovery disasters when employees use personal phones and accounts to conduct company business.  Adhere to best practices by implementing clear mobile device policy and procedures to help ensure that employees’ use of smartphones is compliant with the organization’s email policy and other employment rules.

•  Archiving:  Any employer who has ever been embroiled in litigation has good reason to be thankful for email archiving. An email archive solution like ArcMail Defender helps ensure the automatic and legally compliant preservation, protection, and production of email messages and attachments. Thanks to email archiving, e-discovery obligations are met, legal requirements are fulfilled, regulatory compliance is achieved, battles over electronic evidence are minimized, and potentially costly court sanctions are averted.   

A Live Webinar Sponsored by ArcMail

Please join us for a live webinar hosted by myself, Eddie Dunn, Vice President of Sales at ArcMail, and Michael Osterman, principal of Osterman Research, to discuss the real costs and benefits of archiving.

Date: Thursday, November 17th
Time: 1 p.m. – 2:00 p.m. EST
Register Now

Webinar Overview

Every company – regardless of its size, the industry it serves, or the countries in which it operates – must retain important business records for long periods. The drivers for retaining content vary, but include regulatory requirements, legal discovery and retention of content to satisfy corporate policies. In addition, there are other reasons to archive, including reducing storage requirements, speeding server backups, and helping users find their own missing or deleted content.

However, while many view content and email archiving as just another cost of doing business, it really should be viewed as a way of reducing overall costs. Simply put, archiving will save more money than it costs in virtually every organization.

What You’ll Learn

• Why backup and archiving are important best practices for any organization.
• How a backup is not a substitute for an archive.
• What types of content you should archive.
• Specific and quantified examples of how organizations can reduce their costs of e-discovery, regulatory audits, downtime and end users searching for content.
• How an archiving system can pay for itself in less than 12 months – and continue to save an organization money.

To learn more about ArcMail’s data and email archiving solutions, please visit our website at www.arcmail.com.

5 Easy Steps to Get Started and Protect Your Company from Liability

The use of instant messaging (IM) in the workspace is growing exponentially, yet a surprising number of companies – even those in regulated industries – don’t have IM usage policies or archiving solutions in place to ensure they stay in compliance. This simply may be because such companies don’t know the right steps to get the ball rolling. But have no fear; I am going to outline exactly what you need to do so you can help protect your company from liability.

1. Find out who is using IM at the company now – This may sound daunting, but it can be as easy as sending out a short email survey to your team (Survey Gizmo, Zoomerang and Survey Monkey offer free services/trials). Since any employee can download a free IM client to his or her desktop at any time and your IT department would never know, you’ll need to ask who’s using IM and which clients they are using with each other, customers, partners, etc.
2. Standardize if you can – To streamline your IM management as well as the process for auto-archiving IMs, I recommend selecting one IM client that will work the best for your employees, customers and partners, and standardizing it across the company.
3. Make sure your IM sessions are protected – Whatever client you choose, make sure they offer encryption and security standards to protect the messages so they do not risk falling into the wrong hands.
4. Write an IM policy – Just like emails, IMs may be used as evidence in legal proceedings and inappropriate personal use of IM can be a drain on your company’s productivity. So, you’ll need to write an IM usage policy that covers the following topics and then require each employee to review and sign it.
   
   Your IM policy should cover:
   • Which IM client should be used.
   • What content is not allowed (this usually includes offensive jokes, slanderous comments, profanity, confidential and proprietary business information, etc.).
   • Who employees are allowed to IM – Since IMs can expose your network to viruses, it’s important that employees only IM with trusted sources and never open unknown file attachments. To keep productivity in check, you can restrict personal IM usage to lunch times and breaks.
   • The penalties for disobeying the policy and how you will enforce those penalties.
5. Auto-archive your IMs – IMs are subject to eDiscovery, so you are required to keep them in the event they are needed in legal proceedings. ArcMail’s IM archiving solution uses the same award-winning Defender technology used in our email archiving solutions, so you can index and archive all of your IMs and related attachments instantly and search both emails and IMs in one single location.

How ArcMail’s IM Archiving Solution Works

ArcMail for IM allows you to instantly archive IMs from Yahoo!^® Messenger, AOL Instant Messenger^® or MSN^® Messenger. Here’s how it works:

1. The ArcMail IM Gateway, listens to all incoming and outgoing IMs and their attachments.
2. It then converts them to emails and routes them to a second piece of hardware, the ArcMail Defender archiving appliance.
3. When you need to recover email or IM messages and files, ArcMail Defender’s industry-leading search and recovery functionality makes it easy.

To learn more about ArcMail for IM or any of ArcMail’s email archiving solutions, please contact us today.

It’s a small world out there, and it’s only getting smaller. It’s become quite common for regulated U.S.-based businesses to have foreign branches or a range of clients in countries throughout the world. This leads to one increasingly challenging prospect: how can these businesses quickly and cost-effectively manage the eDiscovery process for multi-lingual documents? Here are a few tips to making sure you have the right people, technology and processes on your side.

Selecting the right foreign language support team

This can be a lot more complicated than it sounds. Say the other language you are dealing with is Spanish. You not only need to find a legal support team and translators who speak Spanish, but speak the specific dialect of Spanish in which the documents or emails are written, and have fairly strong familiarity with the subject matter. This is important because there are many Spanish abbreviations and colloquialisms that have subtle differences in their use of words and phrases. Different terms mean different things depending on the context. For example, the acronym CD can mean ‘compact disc’ to someone talking about audio books in education, or a ‘certificate of deposit’ in the world of finance.

Where technology can help… and where it can’t

Intuitive keyword searches (Yes!) – If you find yourself in a situation where you’ve got thousands of multi-lingual documents to search through, hopefully you have an email archiving system in place that automatically indexes them and has a smart search capability! ArcMail’s Defender document and email archiving technology provides this and supports all of the following languages: Danish, Dutch, English, Finnish, French, German, Hungarian, Italian, Norwegian, Portuguese, Romanian, Russian, Spanish, Swedish, and Turkish.

Categorizing documents (Yes!) - Depending on the number of documents you need to search, it may be best to perform basic searches – using key terms defined by your specialized foreign experts – to help them categorize your documents based on relevance and importance. If cost and timing is restricted, you could also have auto-translations of all the related documents generated at the outset and have an English-speaking team assist with the initial categorization.

Translating important documents (No! Danger, Will Robinson!) – Remember, auto-translation earned the nickname ‘gist translation’ for a reason. It simply can’t give you the accurate translation a human can – especially when you consider the dialect and subject matter factors mentioned above. So, you will need to have these documents carefully translated by an expert.

More tips for managing the process

Get a multi-lingual point person - Having a point person who speaks English and the other language(s) involved will really help you manage the communication process and mitigate any cultural differences between team members. There’s a good chance this person will be the most expensive resource you use, but it will be worth it.

Map out your process in advance – It will save you time, money and complexity to map out your entire step-by-step process in advance and determine what teams and individuals will be involved in each step. (i.e. locating all documents, categorizing them, translating them).

Leverage technology and non-attorneys where possible – The people resources you use (and the attorneys, in particular) will be the most expensive part of the process, so utilize technology and non-attorney review teams where possible.

To learn more about ArcMail’s content and email archiving solutions, please visit our website today at www. Arcmail.com.

2011 has been quite a year for newsworthy lawsuits and court sanctions related to eDiscovery. The Duke Law Journal survey Sanctions for E-Discovery Violations: By the Numbers found that eDiscovery sanctions have reached an all-time high; then in June, the first ever lawsuit for eDiscovery malpractice was filed (J-M Manufacturing Co, Inc vs. McDermott Will & Emery), which further intensified concerns about how companies and their outside legal support can successfully navigate the eDiscovery process, even if they have all the data they are required to produce by law.

The legal domino effects that result from eDiscovery mismanagement have made it clear that it’s no longer good enough to just make sure the right documents, data and emails are archived for your company. The data and email archiving solution you use needs to offer more. It must be easy to deploy and use, and help you manage your data so that it can be quickly searched and located. These are the key benefits that ArcMail’s archiving solutions provide.

How ArcMail Makes Data Management & Search Easy

ArcMail’s multiplatform archiving solutions offer all of the following features to streamline data management and search:

1. Automatic indexing – All archived email and content is automatically indexed for you.
2. Consolidation of all data in a single location – Whether you are archiving emails (from Outlook, Gmail, etc.) instant messages or Salesforce™ Chatter™, all of your data is archived in our Defender appliance so it is in one searchable location.
3. Search using intuitive keywords – Any authorized individual – whether it’s an internal employee or support team member – can find emails, attachments, chats or instant messages using intuitive keywords and also restore that information as emails to any user’s inbox.
4. Fast search times – ArcMail offers the fastest email archiving search times in the industry – proven 7 to 10 times faster than our closest competitor.

Using data and email archiving solutions that are as well-designed as ours can greatly reduce your company’s timeline and costs for eDiscovery, the risks of facing sanctions and fines, or having a vendor mismanage the eDiscovery process on your behalf. To learn more about any of our archiving solutions, contact ArcMail today.

The ArcMail team is excited to announce that we’ve expanded our product line to include secure archiving for your instant messaging and attachments. If your company is one of thousands using Yahoo!^® Messenger, AOL Instant Messenger^® or MSN^® Messenger for real-time collaboration at the office, ArcMail for IM can instantly archive those chats and associated attachments. ArcMail for IM works seamlessly with ArcMail Defender, the email archiving technology you have come to know and trust.

As with our recent launch of ArcMail for Salesforce Chatter^™, this new addition to our product family is one more way for us to provide you with universal data and email archiving solutions that span the most commonly used communication platforms and document types. ArcMail for IM makes it easier than ever for companies in regulated industries (such as government, education, finance and healthcare) to take advantage of the most advanced chat tools to increase productivity while also staying in compliance and protecting themselves from liability.

Save Time and Money with an Integrated IM & Email Archiving Solution

Since ArcMail for IM integrates with the award-winning ArcMail Defender email archiving solution, all your company’s instant messages, their attachments and email data are stored in one single, secure location. This makes it fast and easy for your busy team to search for and find data, helping streamline the entire eDiscovery process.

• Archived chats – even message attachments – can be located and retrieved in seconds, saving you time and money
• All your archived data is safe and secure behind your firewall so you’re protected against data loss and risks of data corruption from outside sources

To learn more about the launch of ArcMail for IM, you can check our press release or visit the ArcMail website. You can also contact our sales team directly at 866-417-6495 if you are interested in adding ArcMail for IM to your enterprise information and email archiving solution.

We’ve all done it: fired all off a quick email when we’re angry or forwarded a humorous email to work colleagues or clients that we shouldn’t have. While you may think your employees have the common sense to know what is appropriate to include in a corporate email and what isn’t, sometimes it doesn’t hurt to remind them – especially if you are in a regulated industry where email archiving is mandated and any company email may be produced down the road during eDiscovery.

Here are a few basic rules that employees should follow when it comes to their corporate emails:

1. Follow the Golden Rule: Never write an email that you wouldn’t want to see in print or in court (or by your grandmother). If you find yourself typing any phrases like the ones below, there are bigger issues that need to be addressed and it should not be done in email:
   • “I shouldn’t be telling you this”
   • “don’t tell anyone this”
   • “just between us”
   • “make sure you delete this email”
   • “is this legal?”
   
   For more red flag phrases, including a list of corporate email search terms that were used during the Lehman Brothers investigation, you can check out this article: 23 Things Not to Write in an Email.


2. Avoid the Email Blame Game: If you need to have a difficult conversation about something that has gone wrong with a project or want to hash out who’s to blame, it’s always better to do that face-to-face. Admitting blame, or hinting that you or a coworker may be to blame for something in a corporate email could spell legal troubles for you or your company in the future.


3. Never Hit “Send” in the Heat of the Moment: Don’t ever send emails when you are angry. Take a moment (or even 24 hours) to cool down before you put something into writing that you can’t take back. If you can’t meet face to face, just pick up the phone and talk through it. There may be a simple explanation.


4. Keep Political, Religious and Humorous Emails to Yourself: Remember that many people may not share your views. What you may think is harmless, may be offensive, make others uncomfortable, or even be considered harassment by your coworkers or clients.

To learn more about how ArcMail can help you meet email compliance regulations when it comes to email archiving, please visit our website.

• have a solid plan of action for building the best, most qualified team to handle your e-Discovery in case you go into litigation 
• understand that attempts at ‘misplacing’ or destroying electronic evidence can lead to broader consequences down the line

1. exactly what electronically stored information companies have
2. where it is stored
3. how quickly companies can retrieve it