170,000+
Residents
1,700+
Mailboxes
Retention, Fast Data Discovery and Ease of Implementation
“Before Waterford Technologies it was an absolute nightmare to archive everything, as we were using PST files to adhere to federal retention regulations. There was no centralization of data and search was impossible, Waterford Technologies is a blessing in disguise for the City of Pembroke Pines.“
Joseph Hahn, Network Administrator
Pembroke Pines, Florida
CHALLENGE
The City of Pembroke Pines was established on January 16, 1960, it behaves as the regional government’s legislative branch and its ideology-making entity dedicated to serving the broad needs of the Pembroke Pines community. Named “one of the best cities to live in America,” Pembroke Pines is home to over 170,000 residents.
As a government organization, the City of Pembroke Pines has a legal requirement to retain all the emails for document retention. They must be able to provide a record of correspondence according to federal state law. The major challenge, therefore, was to have software on board that can fulfil the need for data retention, fast eDiscovery, and easy implementation.
When searching for a solution, the main agenda of Pembroke Pines was to consolidate all of their emails into one central repository and retain them as public records. After careful research evaluating other providers, Joseph Hahn and his team chose Mailmeter from Waterford technologies to assist Pembroke Pines with accomplishing their goals to deal with email search requests and data management.
REQUIREMENTS
Simple to implement software to address data demands that can be used by all divisions
Easy to search through Pembroke Pines email messages and attachments from a centralized server.
Adherence to local government and other federal, state and industry email retention laws to reduce non-compliance costs.
Save money on high data processing expenses and reduce their back up period.
SOLUTION
Pembroke Pines, a government body, needed a product that could solve the problem of email retention and indexing while also reducing storage consumption on the email server and meeting the compliance requirements for retention, review, and monitoring of data. After careful evaluation, Joseph and his team decided to deploy MailMeter from Waterford technologies to move away from PST files, automate email retention, improve control, and search through their emails and attachments from a single repository.
Benefits
Unconditional and Constant Support
It was important for Pembroke Pines as a government organization that the software doesn’t require any expert abilities or training and that it can be utilised across all departments with the correct access.
Ease of Use MailMeter Doesn’t Require Any Professional Training
MailMeter’s search capacities empower the IT department to fulfill search demands rapidly and precisely. It can scan for every single piece of information effortlessly with simple export and redaction for successful compliance. Joseph also mentioned that “with MailMeter in place, Pembroke Pines is saving a lot of time and energy” and the money saved, is money earned.
Removes The Complexity of Search
With MailMeter, the governance and compliance department can now easily formulate the requests based on the Pembroke Pines’s criteria that can be resolved in just a few minutes or sometimes even less by Joseph and the rest of his team.
summary
By deploying MailMeter, the City of Pembroke pines has reduced time and costs in reviewing requested information, has proven adherence to local government and other federal, state and industry email retention laws and has saved money on high data processing expenses and reduced their back up period.