Make Data Archiving Part of your DPO Toolkit.
Organisations need to implement tools and processes now to comply with GDPR and other regulatory policies
. By leveraging powerful email archiving technology, your business can greatly reduce its compliance risk – and subsequent weighty fines.
Our policy-based approach allows you to set up retention policies that are right for your organisation. By doing this you can ensure that you are automatically retaining each item of data securely for as long as it is needed. As DPO you can confidently show that you are meeting government and regulatory requirements.
Implement Email Retention
One thing that frequently comes up with GDPR is the concept of processing personal data. In this context, processing refers to a “wide range of operations performed on personal data,” including collection, alteration and, of course, storage.
Article 5(1)(e) of GDPR states specifically that personal data must be “kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.”
MailMeter Archive’s Retention Manager
is a comprehensive, easy to use, powerful solution for protecting and enforcing your business record retention policies.
As far as email is concerned, data retention can be easier said than done. Do your employees know what constitutes personal data? Do they forget to delete emails containing personal data? If you had a data breach, would you be left vulnerable to GDPR non-compliance or worse.
The MailMeter Retention Manager’s sophisticated process will analyse all recipients of an email and enforce the destruction policies for each group separately. For example, if an email is sent from Richard in Accounting (retention period of 5 years) to Susan in Sales (retention period of 3 years) the MailMeter Retention Manager will delete the message for Susan after 3 years while leaving the same message intact only for Richard in Accounting.
The MailMeter Retention Manager provides protection for 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. With Litigation Hold, an authorized user can prevent any messages from being destroyed even if the retention period has expired for all recipients of a message.
Additionally, certain emails might need to be saved to create an audit trail or so that they can be reproduced in the event of an eDiscovery request or pending litigation.
Security and Data Protection
Search across your entire history of emails in minutes for export or review, safe in the knowledge that all the information is stored securely with full audit trail to ensure it has not been tampered or altered. All email records are stored in an unaltered state – they remain in their original format, unchanged in any way.
For file we have Bit Level Encryption – SISCIN compresses and encrypts data on your servers before transfer. Selected files can be split and stored in different Cloud or local tiered storage locations and with different Cloud Providers for additional security.
Streamline SAR Requests
Personal data about individuals is shared extensively within emails, and these emails must be produced by an organisation if a subject access request (SAR) is made by individuals exercising their right to see their personal data. Organisations are receiving an unprecedented number of SAR, eDiscovery and Compliance
requests relating to employee email. The legal costs are directly related to the time it takes to search and retrieve information within email. With MailMeter, this time is cut from months to minutes, vastly reducing legal costs.
With MailMeter Investigate, as DPO you can quickly find everything you are looking for even if all retention periods have expired and users can’t see the messages. When Litigation Holds expire, MailMeter Retention Manager will automatically delete messages according to their retention periods
Role Based Access, Anytime Any Where
A tiered level of controls provide access to email records by authorised users.
Every interaction with the Archive provides a full audit trail of all verified users and departments and their actions. Demonstrating strict regulatory standards of processing and procedures of best practice.
Often Data Management and compliance responsibility is given to the DPO. Were here to lessen that burden. We provide both the toolset to completely manage email and file Data and the support of our team of Data Management experts
who will hold your hand through the process. Our experts will assist you in finding your Data, assessing its worth, planning and putting it into practice. We enable you to set automated policies for historical and future Data Management and set up and run clear and accurate reports to keep your organisation always informed.