Office 365 Compliance & Retention

Improve O365 Email Archiving and Compliance with MailMeter  
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Migrating to Office 365 or thinking of migrating?

Remember your sensitive data migrates with you and Office 365 by itself is not a compliance or retention platform.  

Office 365 offers great benefits for organisations moving their email to the cloud, but Office 365 offers neither the functionality nor the security that IT departments require without additional addons or 3rd party software. 

Ensuring regulatory compliance and servicing eDiscovery and data requests using native Office 365 tools can be an overwhelming challenge. Microsoft agrees and requires expensive Office 365 add-ons or user licenses to supplement native tools to manage eDiscovery, retention, legal hold and to meet compliance requirements. 

Here are some of the challenge’s organisations face using Office 365 for compliance and data retention  

Compliance Gaps

Simple keyword searches across all email accounts are impossible without a 3rd party compliance solution or expensive add-ons. eDiscovery, retention and legal hold all require expensive and complex add-ons or full E5 licences. 

Data Loss

Shared mailboxes have storage limits with no retention, discovery, accountability, compliance or legal hold capabilities 

Complexity

Office 365 eDiscovery and compliance require complex planning and implementation, with slow and sampled search results that are difficult to review, retrieve, and export. Sampled results mean you can’t see if the search is correct or contains huge amounts of non-relevant information, you only find out when you’ve completed your download which could take hours or days and results in a completely new search.

Increased Costs

To provide eDiscovery, retention, compliance, and visibility O365 requires E3 with add-ons or E5 licenses for every user including Shared, Inactive, Ex-Users and Legacy users. MailMeter works with EVERY license so you only pay for the license you need. Learn more about Office 365 email archiving with Waterford Technologies   
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Achieve Regulatory Compliance

The ultimate compliance tool — giving you the ability to set up a data retention policy that is right for your organisation.
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Benefits

Why a 3rd party Discovery and Compliance solution is
necessary with O365

With MailMeter and Office 365, you can have confidence that you can prove the existence or non-existence of any email. MailMeter keeps secure copies of every email sent and received by your organisation. - MailMeter captures all historical and live email data for every mailbox, regardless of O365 license or active mailbox.

eDiscovery 

MailMeter captures an absolute copy of all emails sent and received by your organisation. Journaling and Historical Capture helps ensure full message capture for compliance and eDiscovery purposes–even if an end-user deletes or alters a message in Office 365, the original, unaltered copy remains in the MailMeter archive. All emails are single-instance, digitally stamped and encrypted so you can prove the email has not been edited or tampered with.

Secure Copy 

MailMeter keeps a secure copy of every email sent and received by your organisation. All data in the archive is encrypted for protection at rest within the Cloud Archive, the archive is also tamperproof to ensure integrity meaning you can have 100% confidence in the accuracy of the data. 

Prevent Data Loss During Migration

MailMeter with Office 365 provides a safety blanket by creating a copy of your data before it is migrated. This provides you with a fall back if something goes wrong, or the process is delayed. Users can also access this copy of your data during the migration process meaning they will still have access to their historical mail. 

Retention Management 

The information an organisation chooses not to retain is as important as the information they choose to retain. MailMeter allows you to implement retention policies to meet regulations, by users, departments, keywords, phrases, attachments to meet the various complex retention regulations in your sector and not just by a generic date. Keep what you need, which is key article under GDPR and best practice data protection.

Litigation Hold

The MailMeter Retention Manager protects any email destruction with a Litigation Hold capability that can lock down a user, group, or selected emails to meet your legal department’s requirements.

FOIA/ DSAR Requests

If you receive a DSAR or FOIA in the morning, MailMeter has you covered. Our Solution will give you full Search, Retrieval, Review, Tagging, Export for DSAR’s, FOIA or investigations. MailMeter has flexible search options e.g. By keyword, date, user, phrase, Boolean, content, attachment searches. Our solutions allow you to manage 90% of all searches in less than 10 minutes, for anything more, our managed service eDiscovery experts are just a local call away. 
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“We have been using the Email and File Solutions from Waterford Technologies & have developed a close relationship with their team”

In Pobal we support communities and local agencies toward achieving social inclusion and development. For a number of years, we have been using the Email and File Solutions from Waterford Technologies & have developed a close relationship with their team. Their Solutions and Support enables us to address the challenges in managing compliance, GDPR, and Data Protection. This is of paramount importance to us due to the highly sensitive nature of our email and file data

Noel Galligan, IT Manager
Pobal

“Waterford Technologies ensures we are best placed to meet the ever-increasing data protection obligations”

To help RehabCare meet our data protection obligations including GDPR we use Email & File Compliance Solutions (ComplyKEY) from Waterford Technologies. Specifically as a Not for Profit Organisation, transparency and accountability are paramount in the way we manage our data. ComplyKEY backed up with a fully managed service from the team at Waterford Technologies ensures we are best placed to meet the ever-increasing data protection obligations & thereby avoiding the tough sanctions for those failing to comply

Gerry Philpott, IT Director
RehabCare

“MailMeter has played an integral role in the council’s ability to organise, securely store and find historical emails.”

I’ve been extremely grateful for all the support Waterford Technologies have given over the past few months, with special thanks to Kevin who supported me on Xmas Eve, Rory in the last few weeks for the retention and space issues and finally Mark and Paul in helping me get through our e-discovery. My sincere thanks and appreciation. MailMeter has played an integral role in the council’s ability to organise, securely store and find historical emails”

Paul Quinn,
Dún Laoghaire–Rathdown County Council

“Waterford Technologies gives BAM Peace of Mind”

The reason we chose a tool like MailMeter is that a lot of our business is based around being able to prove the facts of a discussion or a conversation. From a pure IT perspective, we have a clean data environment and an environment that cannot be tampered with by individual users and it gives us great comfort knowing it is there and cannot be tampered with. Only those with administrative rights can manipulate the data for GDPR motives such as tag, delete, apply retention policies, legal hold, or access block capabilities to relevant data.

Tim McCarthy, Global Director of IT Services
BAM Construction
2700+ Employees / Mailboxes

“MailMeter delivers back searches in a matter of seconds, and that is the most important factor to me and MailMeter users.”

Waterford technology is considerably faster at searching emails as opposed to the in-built search within outlook, and that is the most important thing when searching emails …. speed. MailMeter is very popular here.

Liam Sinnott, IT Manager
Health Research Board

“The software just does what it’s supposed to, and it is one less thing for me to worry about.”

MailMeter gives us confidence in our eDiscovery response. We can now respond quickly, accurately, and in a legally defensible manner. The software just does what it’s supposed to, and it is one less thing for me to worry about. That’s the value a proper supplier should bring to our business

Steve Hennessey, Financial Controller
David Flynn Ltd.

“Makes eDiscovery and compliance tasks easy to conduct”

MailMeter provides us with a very easy to use interface with powerful search and retrieval tools – it makes eDiscovery and compliance tasks easy to conduct.

John Barnfield,
Reading Borough Council

“Enabling fast searches for FOI requests”

MailMeter managed our growth in our Exchange and File environment and also covers off our eDiscovery requirements in a quick and efficient manner

Seán Dunnion, Project Leader, Information Systems
Donegal County Council, Public Sector

“ComplyKey by far exceeded our expectations ”

ComplyKey was the only solution we looked at that would not only cover our Email and file archiving requirements but would also take just two days to deploy. This by far exceeded our expectations

Michael Devitt, IT Director
William Fry Solicitors, Legal

“Belfast HSC Trust enjoys hassle-free Email compliance ”

MailMeter is helping the trust to minimise compliance risk and meet our governance requirements. It took just five days to install on 18,500 mailboxes across over 100 sites – other suppliers had proposed to take weeks or even months. We are now capturing around 100,000 + live Emails per day and have implemented stubbing which has reduced our Email store by more than 6TB

Ken Leung, Release Manager
Belfast Health and Social Care Trust, Public Sector – Health
20,000+ Employees / Mailboxes

“Search is 100 times faster”

We see our Email archive as a repository of knowledge, searching in the new version is 100 times faster than before, we can now keep smaller mailboxes knowing that we could always go back and search for anything we needed

Mitchell Miller, Head of IT
Sydney Swans, Sports

“SISCIN indexed all files, went into the nuts and bolts, indexed every word in every file that we had, and that is crucial when doing a subject access request which we could be asked to do at any time. ”

We are extremely happy, and our end users couldn’t work as efficiently without MailMeter or SISCIN. The burden of dealing with mounting emails and complex search is gone. We are now confident that we have a solution to deal with and data subject access requests if they arise.

Liam Sinnott, IT Manager
Health Research Board