Email Flight Data Recorders

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Email Flight Data Recorders
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Email

• Is a corporate record
• Contains up 70 of corporate knowledge
• Volumes are growing exponentially
• Is a central form of business personal
  communication
• Touches everyone

Errant emails have cost vast sums in
litigation, destroyed shareholder value and sent
people to prison
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Why would you need a FDR

• Legislative requirements are grey and complex
• All emails are potentially important
• Emails systems are transactional
• Email volumes demand automation
• Lowest cost for compliance
• Prove you have not sent or received an email
• Someone else has your email and could be a risk
• Todays email systems simply dont cut it

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Compliance Drivers

• Privacy Act 1993
• Crimes Amendment Act 2003
• Companies Act 1993
• Electronic Transactions Act 2003
• Public Records Bill
• Official Information Act
• AS/NZS 4360

• Sarbanes Oxley
• Patriot Act

• Official Information Act
• Public Records Act 1967
• Data Protection Act 1998
• Freedom of Information Act 2000
• Electronic Communications Act 2000
• The Privacy and Electronic Communications (EC
  Directive) Regulations 2003

• You dont have to have an FDR but it sure helps

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Pros and Cons of FDR

• Pros
• Cheapest form of Compliance
• Safety net for EDMS
• Platform for data re-use
• Improves adherence to policy

• Cons
• Privacy issues?
• Increased storage?

Email is a corporate asset
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Risk Assurance Manager Requirements

• Governance, Risk Management Regulatory
  compliance
• Exhaustive search and discovery including
  attachments
• Full Audit Logs
• Visibility and Control
• Enhance Business Continuity
• Customer Centricity
• Break out of the Silos
• Proactive content alerts

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Knowledge Manager Requirements

• Compliment Document/Records Management
• Safety net for EDMS
• Achieve a transactional view of email and
  attachment activity
• Break attachments out of the message system
• Support information lifecycle management
• Centralise disparate repositories
• Relational and full text search on both email and
  attachments
• Add further classification
• Customer, Matter, Project, GL Code etc 
• User Folders

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IT Manager Requirements

• Business Continuity
• Reduce back up and archival effort
• Improve business continuity and disaster recovery
  capabilities
• Virus management
• Management
• Leverage existing technologies and infrastructure
• Consolidate storage and eliminate PSTs
• Reduce discovery costs and time
• Improve upgrade capability
• Data archiving based on business rules
• Improved service levels to business and users
• No software install on the mail server or client
• Support the Business
• Email as a corporate Asset
• Electronic back capture of all old emails

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End User Requirements

• Quick, secure, google type search
• Keep everything
• Remove the curse of mailbox quotas
• Remove the risk of deleting important emails
• Eliminate the need to file everything "just in
  case"
• Break out of filing and folders
• Leverage the corporate knowledge
• Business driven security rights

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Technology Issues
Messages only available through Message Engine
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What AfterMail Does

• A Relational Database for Email
• Meet legislative governance requirements
• flight data recorder
• Improve knowledge retention and leverage
• Manage resources
• True single instance store
• Variety of grooming strategies
• Safety net for EDMS
• Business continuity
• Provide easy, secure access to all information
• Rapid searching of message content and
  attachments
• Open email integration platform
• Report on email usage throughout the organisation
• Trend reporting

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Relational Email Management Platform
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How AfterMail Works

• Simple Configuration
• No Software
• Leaves no footprints

Mail Server

• DNA Fingerprint
• Single instancing
• Tamperproof
• Flight data recorder
• Unique ID for integration

• Management
• Storage consolidation
• Easy to back Up
• Improved virus protection
• Business driven archiving

Users Mailboxes

• Enhanced Business Continuity
• Separate from mail server
• Transaction-Log shipping

Message Body Metadata
Attachments

• Platform
• Enterprise search
• EDMS safety net
• Email enable applications

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Email Enabled Applications
Mail Server
EDMS
ERP
Call Center
CRM
HR
Integration layer
Integration layer
Corporate Data
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Email as a Corporate Asset

• Improve Customer Centricity
• Easily share Corporate email information
• Aid in email investigations
• Distribute emails when staff leave

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Skip Screen Shots
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Screen Shot Modelled on Outlook Web Access

• Can be hosted inside Outlook
• No Client Install
• Familiar Look Feel including Folders

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Screen Shot An open Email

• Email messages appear in OWA format
• Ability to forward and send to me
• Emails can be printed
• Attachments can be viewed directly

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Screen Shot Attachment Centric View

• Ability to full text search attachments
• Break out of message centric view
• See life-cycle of attachments
• Knowledge Management approach

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Screen Shot XML Interfaces

• AfterMail Messages can be published in XML format
  for easy integration with LOB applications

• Open XML formats like RSS provides simple email
  alerting

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Using AfterMail data in LOB Application

• Any application can now be email enabled

• AfterMail UI and data available together or
  independently

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A Compelling Solution
High Value
Low Risk

• Immediate legislative compliance
• Enhance customer centricity
• Unlock corporate information
• Address IT nightmare
• Reduce direct costs
• Enhance business continuity
• Leverage existing skills and investments
• Open Storage and XML interfaces

• No changes to existing server
• No proprietary technologies
• Easily removed
• Messages can be easily reconstituted
• Highly Secure and Resilient
• Full Audit trails
• Future Proof