LONDON - A large number of organisations are examining email archiving solutions due to regulatory compliance, legal discovery and storage management problems. Understanding how to evaluate an email archiving product is important if you want to successfully tackle these business challenges, said Robin Bingeman of Cryoserver, an email archive appliance.

"Businesses are looking for solutions that are easy to manage, reduce storage costs and are easy for end users to use," said the exchange email compliance provider. "There are a number of options available on the market, which can make identifying the best solution very difficult, unless you know what you are looking for." Now that you understand the reasons as to why email archives are important, Bingeman has compiled a list of key elements to look for in a solution:

1- An encrypted forensic-grade email compliance archive with a tamper-evident repository that works in concert with most email solutions.

2- The ability to prove whether your organization did or did not send or receive a given email internally or externally.

3- The solution must ensure compliance to hundreds of regulations affecting email services.

4- Provide forensic-grade analysis on emails and attachment content for legal submission via E-discovery functionality.

5- Can demonstrate to regulatory bodies and/or authorities good corporate governance.

6- Implements a disaster recovery process to maintain email services when necessary.

7- Manages storage for your email Microsoft Exchange servers and/or end user Personal Folder files/Offline Folder files.

8- Protects emails from accidental deletion and recovers any email message in seconds.

9- Scalable to the size of your organisation.

10- Complete installation in 15 minutes with no policy configuration or further management.

11- High-performance email and E-discovery research at search engine speed.

12- Must keep full and original version of the email communication including a copy of its attachments and recipients.

"Unprotected corporate email with no email forensics to back it up can leave businesses vulnerable to unwanted scrutiny," the email backup expert said. "Having a system in place that protects organisations and addresses storage, legal and regulatory concerns puts businesses in a better place if an investigation were ever to occur."

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LONDON - Forensic and Compliance Systems, Ltd., the manufacturer of Cryoserver email archive solution, has used its years of archiving knowledge to introduce a new product to the market- BasicArchive.

BasicArchive allows smaller companies to have similar functionality as the larger organisations, at an affordable price. Companies have the ability to store emails for an extended period of time and search them in a similar way as the main Cryoserver software solution.

The email retention software features an easy-to-use, intuitive search interface that looks and feels like Microsoft Outlook coupled with a secure archive to provide great value to your organisation. BasicArchive will capture all incoming and outgoing emails and store them in a secure archive in the cloud.

"The greatest benefit of this solution is not cost, it is employee efficiency," said Robin Bingeman of Cryoserver, which offers email backup services as an appliance and/or email archiving software only.

BasicArchive stores emails at the same time the end user sees them and before they have the chance to alter them. Users can search for emails by date, sender, recipient, keywords and/or attachments without needing to rely on the IT department.

"With BasicArchive you have a reliable, trustworthy, easy-to-access and secure repository of your company's email at a fraction of the cost." said Bingeman.

Users can operate the BasicArchive service as if it is their inbox and reply to emails directly from the cloud-based archive, said the email archiving compliance professional.

"With BasicArchive you can tame the email monster, improve efficiency and keep costs down," said the data storage solutions expert. 

To store emails in BasicArchive, the cost is around 99p per user, per month and sign-up takes minutes.

Contact us today on 0800 280 0525 or email info@basicarchive.com or www.basicarchive.com

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LONDON - Email is the communication backbone for most organisations, from business correspondences to IT support and E-commerce, it plays a vital role in almost all organizations that employ email.

A large amount of formal and informal business data is located in email systems, either as messages or attachments. It is a repository of company history and know-how that organisations need to retain, access and search.

When email archiving solutions were introduced to the market, their purpose was simply to store data and meet rising regulatory compliance.

"At first, hosted solutions charged per gigabyte of storage, which made them very expensive," said Robin Bingeman of Cryoserver, an email compliance solution. "Some thought the data had to be archived off-premises, so they paid for hosted archiving solutions. But a lot of companies discovered it was cheaper to expand their in-house storage foundation to store emails. They did not take into consideration how long it takes to deploy an on-premises archive."

However, in today's ever-growing world of technology, organisations can choose a solution that meets their needs. Your options are on-premises and cloud-based.

So how do you know which email storage solution is best for your organisation? There is no right or wrong answer when choosing between olutions. You have to evaluate your business needs and infrastructure before making a decision.

Cloud-based
The concept of this solution is simple: a service provider processes, manages or stores data in a remote data center. Below is a list of the benefits of using a cloud-based solution:

Predictable costs; uses the best storage technology and updates the cloud as they progress. Pay-as-you-go, monthly pricing; one flat rate per user, per month. There are no upfront costs for infrastructure, hardware or licensing and IT costs are relatively low.

Deployment of the cloud-based system is completed in days, not weeks because there is no hardware to install. The cloud is always available to users, which benefits geographically scattered companies. Easily scalable to add or delete users, which mean you only pay for what you are using. Control permissions, storage, mailbox creation and more in just a few clicks.

On-premises
This solution gives organisations complete custody and control of data. Its benefits are listed below:

Wide variety of delivery models including on-premises servers, virtualized servers, purpose-built appliance and virtualized appliances. Available for virtually every operating system. Offers the ability to use multi-vendor architecture that may limit the risk of data breaches.

Companies can reuse existing servers and storage hardware if they are migrating or upgrading from one email system to another.
On-premises offers one tenant architectures which means you will never have someone else consuming the system resources or have multi-tenant security issues.

"It is important to note that cloud and on-premise solutions are not mutually exclusive delivery models," said the exchange email archive professional. "Many companies have discovered the benefits of utilizing both."

Computing power and storage capabilities are available at a fraction of the cost from two decades ago, which allows companies to have these options, said Bingeman. While your business needs certainly play an important role in your decision, you should also ensure that the solution you choose is compliant and can handle E-discovery challenges.

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LONDON - Emails are quickly becoming the primary source of communication for businesses. As this reliance increases, so does the volume of inbound and outbound messages.

With limited storage space, government regulations and potential legal implications, businesses need to decide on an email archiving strategy: delete all, keep some or keep all, says Robin Bingeman of Cryoserver, an email archiving appliance that offers email backup.

"Within the organization, there can be several varying perspectives on email archiving and email management software," said Bingeman. "Everyone from legal and IT to employees and the compliance team has an opinion. No matter where you fall, your first course of action is to implement email archival software because you never know when or which email will be needed at a future date." According to Bingeman, there are three options: delete all, keep some, or keep all.

Delete All
An email sent between two people means there are always two copies. If you delete your copy, but the other party keeps theirs, you could have a real problem. If you are relying on an email as evidence and you have deleted your copy, then the other party could tamper or edit the content to say something different, said Bingeman. If their altered email is submitted as evidence and you do not have your copy, you will have a more difficult time proving what was actually said in the original email.

Non-regulated companies still have to adhere to certain regulatory requirements. Company financials need to be kept for six years and in some cases, for more than 21 years. In this instance, delete all is not an option that would benefit you or the company, said Bingeman.

Keep Some
There are two ways to go about this: manually or automatically. Manual sorting can be very expensive in terms productivity cost per employee, not to mention policy-based storage tools can make mistakes. That makes this process time-consuming and non-compliant. Automatic storage is not possible with emails because they are considered unstructured documents. There is no method on the market that allows for accurate sorting of emails.

Keep Everything
This is the best option, says Bingeman. As stated earlier, when you delete an email it does not erase all traces of that communication; at least one recipient has a copy. Keeping a copy of every email ensures that your own email will not be used against you.

With the keep everything archiving option, organizations can protect corporate data, locate specific content quickly, have an account of important communications, manage the lifecycle of data and furnish any emails in question in the event of litigation. "Most people assume that keeping everything will be expensive," said Bingeman. "That is not the case. It is generally much more cost-effective to store emails rather than have users manually do it. So keep everything to save yourself and your employees some time."

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LONDON - Recently, developers of the email compliance software Cryoserver advised businesses regulated by the Financial Services Authority to take action before the new mobile call recording rules were enforced.

Now the clock is winding down and businesses are scrambling to find a compliant solution before Nov. 14. 

The mandate will force FSA regulated companies including banks, stockbrokers, and financial and commodity derivatives firms to record all ‘relevant communications’ made with, sent from or received on mobile and other electronic communication devices and store them for a period of six months.

The purpose of the added regulation will provide the FSA an extra source of voice and electronic communication evidence, which they can use to counter market abuse and increase proper enforcement.

"More than likely companies are putting off investing in a compliant product because they are not sure which solution is best for them," said Robin Bingeman of Cryoserver, an email archiving solution. "Luckily for them, we knew it was only a matter of time before the FSA included mobile calls into the landline regulations they set forth in 2008. This gave us ample time to develop and test a technology that is compliant and tamper-evident, much like our email archives."

The developers of Cryoserver email archive software introduced CryoSIM to the market. Unlike other solutions, CryoSIM does not require software to be uploaded on to the phone. Simply replace your old SIM card with CryoSIM and all calls are recorded and stored in real time. Users can also locate any calls or SMS messages quickly and easily.

"The good news is its not too late to invest in a compliant solution," said Bingeman. "The bad news is, it soon will be and companies that do not record their employees calls will face hefty fines."

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LONDON - 11 million. That is the number of emails that detectives investigating the News of the World scandal will have to sift through to get the answers they are looking for. Previously, now stated its archiving email system could only stretch back six months, but these newly recovered email communications stretch back over a period of many years.

Now we understand the importance of an archive email software more than ever. Companies need to evaluate their email compliance solutions to ensure they are safeguarded from any suspicious activity their employees may be involved in. "The biggest problem with the News of the World scandal is that while they were using an email archiving software, it was completely ineffective," said Robin Bingeman of email compliance and archiving solution Cryoserver. "Previously sent and received emails could be deleted, manipulated and for all intents and purposes, lost. This is not software that you should trust when your company's reputation is on the line."

The email archiving solution used by the News International, Now's parent company, was not a hosted email or managed archiving service; it did not store or hold onto its customers' data. They simply helped their clients migrate email and message databases from one location to another.

"Companies need to do their research or this could very well happen to them," said Bingeman. "Arbitrary or selective deletion by users undermines an email archive's forensic record. If a company needs to locate an email in the Cryoserver repository it is done with a search engine that has the ability to locate emails in seconds, not hours."

Signs of Trouble

• The archive email software was database driven, which leaves the end user with the ability to delete and alter records easily.
• Emails had to be sent off for storage and were not automatically stored.
• Email retrieval using this software is difficult and slow.
• The company could select which emails to save; therefore if one computer was destroyed all the emails not backed up were lost.

What to Expect From Our Email Compliance Solution

• Automatically stores every email into, out of or within an organization and secures them in a tamper-evident repository.
• Emails are displayed in a read only format, meaning an email can never be deleted or altered once it is in the repository.
• All-inclusive: whether a result of malicious intent, routine housekeeping or system failure vital emails can go missing. We help our clients recover the emails without the "might exist" attitude. It's only a matter of seconds before the emails are located and there is no additional fee for this service.
• Only authorized users have the ability to look across all emails in the archive and other electronic documents, where as the end user can only look at emails they sent or received. This is often necessary when companies need to review emails surrounding a business transaction or to investigate an HR issue.
• All emails in the repository can be proven without a reasonable doubt that the archive directly reflects all emails that have been sent or received.

Email archiving software is available as an email appliance, email software or cloud-based solution. With either option, had the News of the World been using Cryoserver, the investigators would not been spending hours upon hours sifting through the emails. They would be able to locate any and all emails in question within seconds.

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London - Forensic & Compliance Systems, Ltd., is pleased to announce new partners in Israel and Poland. 

A great amount of recent litigation and regulations has mandated that companies embrace email storage solutions in today's digital age. Failure to archive email effectively is an enormous threat facing businesses.

However, many companies do not take into account the language matters when designing a compliant solution. They often struggle to succeed in countries where English is not the first language.

Recently, Robin Bingeman of Cryoserver, an email archive software and cloud-based solution, announced that their software is now available in multiple languages with added distributors in Israel and Poland.

"We have had great success with our partners in other countries, so it was only fitting that we expand our archive email distribution even further," said Bingeman, whose company also offers free trial email archiving. "Because Cryoserver is language independent, the only alteration necessary when adding a new language is a new interface. We typically support all languages including double byte characters like Japanese and Korean, so with little effort we are now able to support any language our customer base requests."

Cryoserver is an email archive appliance, which stores all emails and instant messages sent to, from or around an organization into a protected, tamper-evident repository. The records are stored in such a way that they stand up as evidence in a court of law.

"In the digital age we live in, the world can seem like a small place. By embracing alternative languages we are increasing our potential customer base," said Bingeman. "English is certainly a large market for us, but our customers in other countries love the availability of our translated interface as it provides them with a consistent software solution for their employees."

© 2011 Master Google and Cryoserver. Authorization to post is granted, with the stipulation that Master Google, a company that provides SEO audit services for its clients, is credited as sole source. Linking to other sites from this document is strictly prohibited, with the exception of herein imbedded links.

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LONDON, UK - Cryoserver, an email archive software manufacturer, has made updates to its Version 6.0 which released earlier this year.

"Our Version 6 offered customers a better user experience and enhanced functionality," said Robin Bingeman of Cryoserver, an email archive software creator which specializes in exchange email archiving software. "The update builds upon that with increased search methods, advanced results display and a new outlook interface."

Cryoserver archiving software automatically stores all emails going into, out of or within an organization and stores them in a protected, tamper-evident repository. Cryoserver is suitable for legal and regulatory compliance and for providing email data in court with evidential weight.

There are now three search methods instead of two: standard, advanced and Outlook UI. All three of these methods enable organizations to generate a list of emails that are ranked according to how closely they match the search criteria. 

The standard searches are considered simple, while advanced allows for enhanced criteria. The Outlook search option lists results in a familiar Outlook layout with a preview of the email under the results.

For standard searches, the more criteria you enter, the closer the results will match what you are looking for. Search results are now displayed using the whole page with a tab to return back to the initial criteria. Users are also no longer restricted; they can specify how many results are displayed on a single page, as well as how much of the preview is displayed under preferences. 

"We wanted to optimize the Outlook integration with this update by making the preview easier for them to view, since Outlook is the program the majority of customers send emails through. Searching the archive is provided through an intuitive and user-friendly search interface. Users can find an email in the archive in a second or two," said Bingeman.

Not only is Cryoserver an archiving email provider, it also has the ability to store instant messages and files as well as record landline and mobile calls.In light of the Financial Services Authority mandate taking effect in November that requires UK businesses involved in the country's capital markets to record the mobile communications of all their employees who are involved in trading, the developers of Cryoserver introduced CryoSIM to the market.

CryoSIM does not require any software to be loaded onto the phone; simply replace the SIM card with CryoSIM and all inbound and outbound calls will be recorded and archived in real time. Like Cryoserver email archiver, CryoSIM enables users to locate any stored voice call or SMS message quickly.

In 2008, the FSA mandated that firms including banks, brokers, investment houses and financial and commodity derivatives record their employees' "relevant communications" conducted on mobile, landline and other handheld electronic devices issued for business purposes. All email and other correspondences were to be archived as well.

"Since 2009, companies have turned to Cryoserver as their compliance solution to record and archive their landline and mobile calls, as well as their email communications," said Bingeman. 

We at Cryoserver offer the same benefits and features with CryoSIM as we do with all of our other archiving software. We are a company that is constantly evolving to meet the needs of our customers, and we are confident that the services we provide are compliant and tamper-evident.    

© 2011 Master Google and Cryoserver. Authorization to post is granted, with the stipulation that Master Google, a company specializing in Google optimization, is credited as sole source. Linking to other sites from this document is strictly prohibited, with the exception of herein imbedded links

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LONDON, UK - Financial organizations in the UK are looking to find a solution compliant with the Financial Services Authority mobile communications recording mandate taking effect Nov. 14, 2011.

The mandate issued by the FSA, which regulates the UK's financial services businesses, will require companies that take part in the country's capital markets to record their mobile communications of all their employees who are involved in trading. The mandate includes the recording of voice calls and SMS.

"If you are in need of a solution, make sure you choose a technology that fits its purpose, otherwise you could be out of pocket and non-compliant," said Robin Bingeman of Cryoserver, an email archiving software company that offers an email compliance solution for voice and email backup regulations. "Implementing a solution that is cost-effective, easily adaptable and meets the new regulations can only be achieved if you do your research."

The developers of Cryoserver recently launched its simple and secure recording solution for mobile phone communications, CryoSIM. Unlike other solutions, CryoSIM does not require any software to be loaded on the phone; you simply replace the SIM card with CryoSIM and you are done. Inbound and outbound calls are recorded and archived in real time.

"The simple approach of just replacing the SIM means that if you swap your phone for a new one you only need to move the SIM card to allow recording and archiving from the new device," said Bingeman. The phone conversations are safely delivered to a secure hosted data centre or you can install an on-site, stand-alone voice recording appliance. Like Cryoserver, email archive systems enable employees to find specific emails quickly and easily. The CryoSIM card applies the same functionality to recorded calls, allowing users to recover any archived voice recording, and/or SMS in seconds.

"The greatest advantage of CryoSIM is that our network provides voice and text coverage for 99 percent of the population," said Bingeman.
The trusted technology of Cryoserver, together with CryoSIM, is tamper proof and will meet any forensic needs, adds Bingeman. 

© 2011 Master Google and Cryoserver. Authorization to post is granted, with the stipulation that Master Google, an SEO how-to expert, is credited as sole source. Linking to other sites from this document is strictly prohibited, with the exception of herein imbedded links.

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LONDON, UK - The recent scandal involving the "News of the World" newspaper has demonstrated not only the need to prevent phone hacking, but also the need to store emails securely. 
Staff members at News International, NoW's parent company, are accused of having deleted incriminating emails, something they could not have accomplished if they had used Cryoserver's email archive solution.

Recently Scotland Yard has investigatED how NoW staff hacked into voicemails of members of the royal family, a former prime minister and many ordinary citizens who were related to victims of terrorism and other crimes. Staff members have been arrested, and the owner of NoW has closed the newspaper permanently.

But the scandal is not confined to phone hacking; it also involves members of NI's staff deleting millions of emails from an Internet archive that would have helped investigators piece together the dimensions of the newspaper's illegal activities. The email archiving solution in question is a database driven solution. A database driven archiving solution leaves the end user access to the database and therefore the ability to delete records very easily. Cryoserver stores emails in a "read only" format, meaning an email can never be deleted once it is in the repository.

NoW staff allegedly deleted the emails in January after Scotland Yard started investigating the phone hacking charges.  Police are also investigating whether NoW staff changed the company's email retention policy as a way of evading police detection of their illegal activities. Scotland Yard investigators believe they may be able to retrieve some of the deleted emails, but it will be painstaking work.
 
"This scandal demonstrates the dangers behind failing to have adequate email archiving systems," observes Robin Bingeman of Cryoserver.  "If NI had been using Cryoserver, it would not have been possible to delete the emails and the forensic record would be intact. Now it will take investigators hundreds of hours of work to reconstruct what happened."

Our email compliance solution automatically stores every email into or out of an organization and secures them in a tamper-proof repository. Cryoserver can take the form of an appliance, software or as hosted service "in the cloud." Once the emails are in the repository, employees cannot alter or delete them, we can prove beyond reasonable doubt that the archive is a direct representation of all emails which have been sent or received. Our robust email forensics solution will help your organization comply with applicable regulations and any e-discovery requirements.  

© 2011 Master Google and Cryoserver. Authorization to post is granted, with the stipulation that Cryoserver and Master Google, (an SEO link company), are credited as sole source. Linking to other sites from this document is strictly prohibited, with the exception of herein imbedded links.