MailMeter 7.1 What is New?

Enhancing Mail Data Compliance with Real-Time Message Filtering & Categorization, Scoped Searches, and Delegated Access

Waterford Technologies are excited to share some of our latest MailMeter 7.1 features, also available as part of our ComplyKey Suite.

Real-Time Message Filtering & Categorization

This new powerful feature now allows you to define and set early detection pre-archiving rules that can discard, tag or label messages based on message participants, message type, or keyword content in the message to control archive content, identify compliance violations and assist message analysis.

Using Message Filter Rules, you could discard messages based on the sender to keep the unnecessary message from taking up resources.  Another Rule can be defined that would evaluate the contents of a message to determine if it contains offensive or a regulatory violation and then categorize it using a label as being a policy violation.  Rules can also be created to determine if a message contains personal and private information based on a Word List of GDPR/PII sensitive words or in breach of PCI compliance by containing Credit card information and then apply a Block tag to prevent the message from being read until it has been reviewed by a compliance team member who could then delete the message or remove the Block tag.  Message Filtering provides the tools to control what goes into your archive and how to handle potential compliance violations or business damaging content.

Scoped Searches

MailMeter enables Authorized users to set up restricted access to the MailMeter Archive for eDiscovery or Compliance searching. Using Scoped Searches, Archive access can be limited to any search criteria, which specific types of Tags can be used, and which type of functionality can be accessed.

  • Archive access controlled by search filters that can limit access to specific email addresses, subjects, message keywords, dates and/or attachments and their contents.
  • Access is granted to a specific user
  • Access can be controlled by time
  • Functionality can be limited by Tags, Blocked Messages, BCC, and the ability to Export messages.

Delegated Access

The MailMeter Delegated Access feature enables one user to access and search another user’s email stored in the Archive. This feature can be used to allow a Manager to access their current and former team members’ email.  You will no longer have to retain former users Mailboxes to enable other users to access that users’ messages. All activity performed by the delegated user is recorded in the Audit trail. The ability to grant delegated access is limited to Administrators only.

How our new features support existing customers:

Problem: Emails coming into my organisation potentially contains FOIA/GDPR sensitive information or information that may create a regulatory violation and I have no method to categorise this

Solution: Emails are automatically categorised based on your organisation’s requirements in real-time into the archive

Problem: I need visibility and a proactive way to monitor credit card information in email communications as part of our PCI compliance requirements

Solution: Message Filtering can scan in real-time for any variation of 16-digit credit card numbers in emails using REGEX to flag any potential breach of PCI compliance and take appropriate action.

Problem: eDiscovery situation where Legal Counsel needs to carry out searches across our system for certain information relating to a case. How do we prevent giving them access to everything and limit it to the scope of the requirements?

Solution: Use Scoped Searches to set up customised access and allows Legal Counsel (or any other appropriate person) to access the information specific to their search criteria without giving them access to information that is not relevant to their requirements.

Problem: I have a mailbox that is no longer active as the employee has left the organisation, however, the manager of the team they were on needs quick access to the emails in the archive as there is test data contained in it that is critical to an ongoing IT project

Solution: Provide delegated access to the mailbox for the manager so that they can quickly access the required information, while everything is audit trailed for full transparency.

 

We will continue to keep you informed on new developments with future releases. This is an exciting time for us as we empower our customers to take control of their email and file data. Don’t hesitate to contact us if you wish to have a deeper overview of these new features and how they will add value as an existing investment to the ComplyKEY suite or as a new customer. Likewise, if you have not yet upgraded to ComplyKEY, contact your account manager to discuss an upgrade today.

For more information regarding our MailMeter products or ComplyKey suite, contact our sales team today or check out our free software downloads for our latest products.

 

Utility Companies – How Much Personal Data Resides On Your Servers?

How to implement proactive email and file compliance in the digital era.

Data compliance and management has become a key requirement for businesses in today’s economy due to the arrival of new and updated data regulations such as GDPR, MiFID2, FOIA & CCPA. In the digital age, companies are responsible for increasing amounts of data, both of their customers as well as their own employees.

This is especially important for the Utilities Sector where large utility companies in the digital era are driven primarily by data.

Continue reading “Utility Companies – How Much Personal Data Resides On Your Servers?”

The True Cost of Data Non-Compliance

 

For many years now, people have talked about the importance of data. It has been argued that due to the insight and knowledge that can be taken from it, data has now become more valuable than oil.

Nowhere is this more obvious than within large organisations, who can hold TBs of unstructured data (data that does not have a pre-determined model) of their customers and employees.

Continue reading “The True Cost of Data Non-Compliance”

Why Credit Unions need to understand their unstructured data.

How to manage the unstructured data explosion and manage GDPR compliance

The financial services industry is facing a period of extensive changes in the forms of fintech disruption and challenging data regulations. In order to remain relevant in this new arena, credit unions must be able to integrate and optimise all their data.

Continue reading “Why Credit Unions need to understand their unstructured data.”

California Consumer Privacy Act – Are you ready for January 2020?

The CCPA will take effect on January 1, 2020- Are you ready?

Like Europe, California has been trying to pass updated data protection for many years now. While the General Data Protection Regulation came into effect on May 27th, 2018, to a lot of media attention & speculation. The road to rolling out the California Consumer Protection Act (CCPA) has not been as smooth and attention-grabbing.

Continue reading “California Consumer Privacy Act – Are you ready for January 2020?”

Unstructured Data and the Not for Profit Sector

Are you drowning in vast amounts of data and not sure where the lifebuoy is?

Unstructured data is like the deep ocean, very much an unknown, difficult to view, access and a large proportion unused. Organisations are in unchartered waters when it comes to managing risks, fulfilling personal information requests (PII’s) or data subject access requests (DSAR) under GDPR.

Continue reading “Unstructured Data and the Not for Profit Sector”

ICO Data Protection Tips for the Charity Sector

 

Top five data protection tips from the ICO for small and medium sized charities and third sector organisations:

  1. Tell people what you are doing with their data
    People should know what you are doing with their information and who it will be shared with. This is a legal requirement (as well as established best practice) so it is important you are open and honest with people about how their data will be used.
  2. Make sure your staff are adequately trained
    New employees must receive data protection training to explain how they should store and handle personal information. Refresher training should be provided at regular intervals for existing staff.
  3. Use strong passwords
    There is no point protecting the personal information you hold with a password if that password is easy to guess. All passwords should contain upper and lower case letters, a number and ideally a symbol. This will help to keep your information secure from would-be thieves.
  4. Encrypt all portable devices
    Make sure all portable devices – such as memory sticks and laptops – used to store personal information are encrypted.
  5. Only keep people’s information for as long as necessary
    Make sure your organisation has established retention periods in place and set up a process for deleting personal information once it is no longer required.

For Further Information Please see https://ico.org.uk/for-organisations/charity/