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.
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.
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.