Case Study – Guildford BC
Guildford Borough Council is one of Cryoserver’s longest standing users. They have followed the development of Cryoserver over the years and the introduction of email archiving features which are now some of our largest benefits.
We spoke to Vincenzo Ardilio:
How does your organisation use Cryoserver?
We use it a lot. We use it when we have Subject Access Requests (SAR) or Freedom of Information (FOI) requests, when we want to discover
whether we actually hold information in email or not. We don’t have a sophisticated records management system at the moment so Cryoserver helps us to carry out searches quickly and securely.
Our auditors were concerned about our arrangements before then, if ever they had to carry out an investigation there was no audit trail to
explain the circumstances of the audit. From there we wanted to look for something that would protect the auditors, explain their specific reasons for going in, as well as assure staff that people weren’t going in to snoop around on their emails.
It’s absolutely lived up to those expectations.
How do you use Cryoserver?
We’ve been gradually reducing our email retention period, and intending to go down further to reduce the sheer volume of information which we are searching. We use it for search and retrieval day to day, as well as for the audit trail third party access.
What’s your favourite thing about Cryoserver?
The search is the big strength of Cryoserver. The search and retrieval covers both the audit trail and the search in that respect.
If you were to ask any member of staff using Cryoserver, it would be the search within their own email that’s most useful.
Would you recommend Cryoserver?
Yes I would. We have done before, quite often. We all know how it is you think “I dealt with that a year ago” and when it comes to quickly getting hold of email Cryoserver is a really easy way of getting to it. Using the detailed search, Cryoserver makes it easy to find that instance quickly.