Case Study

Pembroke Pines

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.

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.
MailMeter is recognised as one of the leading solutions worldwide for both Cloud and On-Premise email platforms to provide management, eDiscovery, retention, and automation that is not available in Email.
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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.

“The new MailMeter 7.1 version takes the complexity out of data discovery searches”

“With MailMeter in place, individuals can now delete their emails from the Exchange server and still feel comfortable accessing their information in MailMeter, this is great for me.”
Joseph Hahn, Network Administrator
Pembroke Pines, Florida

Benefits

Unconditional and Constant Support

“One of the key reasons behind remaining with Waterford Technologies is their consistent help. MailMeter has a very straightforward and engaging design, which makes it simple to deploy and maintain” mentioned Joseph Hahn.

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

The City of Pembroke Pines on average receives ten search requests for emails per month. MailMeter addresses these requests with its efficient search capabilities and therefore, eases the job of the governance and compliance department, as it doesn’t require any adept training. MailMeter gives the ability to formulate the request based on the company’s specific criteria, which helps run eDiscovery searches in a few minutes or less across all mailboxes.

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

According to Joseph, Pembroke Pine can receive ten-twelve data search requests on a monthly basis. But with MailMeter, these search requests don’t feel like work anymore, MailMeter frees up time to work on our day to day tasks.

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.

“It does a great job and solves all the requirements of email compliance and data management, and as an added bonus the price is good, so why change?”
Joseph Hahn, Network Administrator
Pembroke Pines, Florida