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Data Protection Compliance/Employee Issues

• Are companies allowed to keep everything?
• Are companies allowed to keep email sent TO the company?
• How long are companies allowed to keep email?
• Can companies keep and read private email?
• Do companies need to tell employees if they’re reading private email?
• Is this regarded as ‘monitoring’ under the DPA? Is it ‘interception’ under the Act?
• Can email be kept after an employee has left the company?
• Does all email need to be delivered up in response to a SAR?
• Does all email pertaining to that person need to be deleted if requested by the Data Subject?
• Who should have access to Cryoserver, and what security measures apply to those people?
• Do employees have to agree to the use of Cryoserver?
• Should we use disclaimers on the bottom of all emails, and if so what should they say?
• What about web-based email – are you allowed to keep that too?
• Is Instant Messaging private?
• Can searching be done automatically on a schedule rather than pick on particular people?
• Can searching be done pro-actively to scan for potential problems?
• What about a global company that keeps emails all over the world – where should the emails be kept legally?
• With the CDR, who is regarded as the Data Controller?
• If I send an email about my ill grandmother to another person, what is the company’s justification under the DPA for keeping this email?
• If personal email should be deleted, how do you justify keeping it?

Retention Compliance

• Does filtering spam prior to Cryoserver affect compliance?
• If an organisation has outsourced all email, does this affect compliance?
• Does keeping data for longer than mandated retention periods have legal implications or any other exposure?

Technical

• How do you prove an email’s integrity?
• What levels of access are there to Cryoserver?
• What about viruses? Can they attack Cryoserver and destroy the archive?
• How do you stop viruses re-infecting the system if you forward them out of Cryoserver at a later date?
• Can Cryoserver be set to not allow attachments to be opened in the Cryoserver environment (browser)?
• What about encrypted attachments?
• What about password-protected Word documents?
• What about unknown attachments?
• We have 100 Exchange Servers placed all over the world – how would you set up Cryoserver and how do you avoid duplication?
• Can we use a different search engine?
• Is this going to be working in thirty years time?
• What disaster recovery / business continuity provisions are there in the product?
• If we later moved from Cryoserver to another product, can this be achieved and is it easy?
• Can Cryoserver be backed up?
• What happens if Cryoserver is unavailable?
• Can Cryoserver mail collection be scheduled to take advantage of quiet times re. bandwidth?
• Does Cryoserver spot spoofed emails?
• If an index becomes corrupted, can it be rebuilt?
• What about web-based email – can you capture it?
• Can you capture instant messaging?
• Are you developing an interface that will be transparent to the user? E.g. it’ll look like they’re always in Outlook?
• How do you define a ‘user’ when costing – many of our users have multiple email addresses?
• How is mirroring implemented?
• Can the data be exported and consolidated into one interface, e.g. including faxes?
• Our Notes email system has encryption switched on by default – can you index and/or read these messages?
• Can Cryoserver index e.g. Scandinavian characters?
• Can it record calendar entries?
• What about when email access rights are delegated to another person in the company when e.g. the original person is on holiday – can Cryoserver do this?
• How do you get old email into Cryoserver?
• Can you see/audit bcc’s?
• What are you doing regarding long-term storage?
• What if distribution lists are not held in LDAP?
• What if there are several different entry points for emails in different countries?
• Can you search by country?
• Do you search across all Cryoservers, or just one at a time?
• Can privileged users be restricted to carrying out certain searches? E.g. only allowed to search a particular date range, or ‘finance’ can only search ‘finance’ employees?

The Market

• Who are your competitors?
• What makes Cryoserver different to other archiving products?
• Has Cryoserver been used in court yet?
• How many customers do you have?