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Scoped Search for Quick & Easy Retrieval of Unstructured Email & File Data

Restricting search to a specific area of data can provide better results and faster. But users can often overlook, misunderstand, and forget about the search scope. If you are looking for quick and easy email retrieval read on…

Restricting search to a specific area of data can provide better results and faster. But users can often overlook, misunderstand, and forget about the search scope. If you are looking for quick and easy email retrieval read on… 

Why Would We Need to Search Unstructured Data?  

With the increase in DSAR’s, SAR’s and FOI requests in the last 2 years companies are under increasing pressure to find a solution that can give easy insight and retrieval of their unstructured data. A solution that can allow for quick and easy email retrival that can happen in minutes rather than days or weeks and a solution that can allow secure access for other users, making sure they can only access what they need.  

What Efforts Should We Make to Find Information? 

The GDPR, CCPA and FOIA place a high expectation on companies to provide information in response to a SAR, DSAR or FOI request. Organisations need to make reasonable endeavours to locate and retrieve the requested information. However, organisations are not required to conduct searches that would be unreasonable or disproportionate to the importance of providing access to the information. To determine whether searches may be unwarranted or disproportionate, you should consider: 

  • the circumstances of the request. 
  • any difficulties involved in finding the information; and 
  • the fundamental nature of the right of access. 
  • The burden of proof is on you as a company

Even where searching for certain information may be unreasonable or disproportionate, you must still search for any other information within the scope of a request. You should also consider whether further information from the individual will help you find the information they have requested to be able to justify why a search is unreasonable or disproportionate. 

Benefits of Using Scoped Search to Investigate Unstructured Email

Quick & Easy Email Retrieval

  • Faster search – by narrowing the search using clearly defined criteria users can quickly search emails.  
  • More accurate search with better results – by limiting the search criteria  
  • Share the burden of search- Scoped Search Cloud enables authorised users to set up restricted access for eDiscovery or compliance for specific users.   

MailMeter Cloud enables authorised users to set up restricted access 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 actions can be performed. 

The email archiving solution gives you the ability to narrow the scope of your search across email using clearly defined criteria. 

Scoped Search Feature 

MailMeter Scoped Search is a powerful feature that enables an organization to grant controlled or “scoped” access to the MailMeter Archive for eDiscovery, DSAR or other types of searches.  The individual granted access to a Scoped Search has their search access limited to extremely specific types of email in the archive and can have their ability to perform limited types of actions.   

Benefits of MailMeter scoped search  

  • This feature is ideal when you need to provide access to your MailMeter Archive but cannot grant access to all email.   
  • Using Scoped Search, the organization sets up a “scope” or criteria under which the user can run any type of advance or complex searches, but the searches are limited only to the emails defined in the scope.   
  • In addition to limiting access messages, organizations can control access to various MailMeter features like Export or Tagging within the Search Scope.   
  • Faster Searching  – Quick Email Search
  • Better Results  

Use Case Example:  

Allow searches for all emails sent by an internal person group to an external domain called WidgetGroup.com.  Limit searches to a specific time.  Users can apply 1 tag.  Users cannot export messages. The user cannot see BCC correspondent.  

  • Using the Investigate Module setup the search criteria. 
How to do a scoped search in MailMeter- Use the investigate modle to set up
  • Save the search 

  • Create the Tag 
How to do a scoped search in MailMeter- Creating the tag
  • Create the Search Scope 
How to do a scoped search in MailMeter- Creating the search scope image 1
How to do a scoped search in MailMeter- Creating the search scope image 2
  • When the user logs into MailMeter they will see their new Scoped Search. 
How to do a scoped search in MailMeter- New Scoped Search
  • When they double click the Scoped Search, they will then be able to run any type of search supported by MailMeter however the messages available and features will only be within the scope of the defined search. 
How to do a scoped search in MailMeter- Naming the scope
How to do a scoped search in MailMeter

In Summary  

MailMeter Scoped Search is a powerful feature that enables an organization to grant controlled or “scoped” access to the MailMeter Archive for eDiscovery, DSAR or other types of searches.  The individual granted access to a Scoped Search has their search access limited to extremely specific types of email in the archive and can have their ability to perform limited types of actions.   

For more information or a demonstration of how scoped search can make for quick & easy email Retrieval contact the Waterford Technologies team