Integro Delivers Dynamic Email Archiving Capabilities
Challenge
Due to increased focus on corporate governance and disclosure, the SEC is requiring financial services companies to archive all work papers, including emails and attachments, for a period of seven years.
Our client, a Fortune 500 worldwide financial services company, desired a system that would meet the new requirements and would be easy to use. The system needed to allow employees to archive and retrieve documents from their desktops. IT mandated a secure solution that would provide centralized storage and maintenance infrastructure.
Solution
Integro implemented a system that automatically archives all documents after 90 days and allows business users to manually archive and retrieve documents from their desktop as needed. Since performance was a key concern of the end users, Integro was able to provide access to all archived documents within seconds. The archiving solution stores emails within the client’s existing archiving schema, with current emails (less than 2 years old) stored on magnetic arrays, providing faster retrieval of documents. To make it easier for the IT department to administer, Integro also built an interface that allows for centralized administration for thousands of users. This interface provides the IT department with the ability to set parameters for each user, giving granular control of the archiving process.
Integro leveraged the client’s tape library solution and architected a scaleable magnetic array solution that could grow with their foreseeable future needs. Integro also implemented a robust security system to ensure both the safety of the company’s data and the information about their corporate and personal customers.
Results
Integro’s solution met the requirements, including:
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Improved Performance: Moving old emails to an external archive reduced the size of the mail files and improves the performance of related applications.
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Ease of Use: Email can be archived and retrieved from a client workstation within seconds and is immediately available even after several years of storage.
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Full Text Search: Users can find any email quickly via full-text search
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Security: Storing email in a secure central electronic archive protects data against unauthorized access and manipulation.
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Cost Effective Storage: The use of a scalable array architecture and tape libraries allows for the storage of millions of documents at a single location, reducing the investment in hard drives, servers, and administrators required.
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SEC Compliance: This financial organization was able to quickly, and cost effectively, comply with the new SEC regulations.
Integro has provided similar solutions and benefits to other organizations including a major international brokerage company, an agency of the federal government, a large electric and gas utility and a heavy machine manufacturing company based in Japan. For privacy reasons, company names are not available.
Learn More
Integro is experienced with consulting organizations on the most effective methods of archiving and retrieving their email. We have helped numerous companies around the country install secure, scalable email management systems. Learn more about how we can help you or give us a call: