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Overview
Mail Attender for Notes provides comprehensive email archiving,
content management and policy enforcement capabilities to companies
looking to address issues related to storage management, retention,
content discovery and compliance within Notes email. Management is
executed from a central location with flexible configuration options
that can be applied to the entire company or to a subset of mail users. Mail
Attender for Notes streamlines the email management process and gives
administrators complete control over their entire mail environment.
Benefits
Reduce Hardware Costs
- With the enforcement of document and attachment deletion, Mail Attender® can reduce the size of every
mail database and lessen the need for additional hard drives or mail servers. For example, one Mail Attender
customer reported that they have reclaimed almost 200 GB of storage from the first Mail Attender document
process. Mail Attender also allows you to take preventative measures to control growth with the enforcement
of quotas.
Reduce Legal Liability
- Corporate emails are commonly being used as evidence in lawsuits. By regulating employee
usage, you can reduce the risk of sexual harassment claims,
workplace lawsuits and internal security breeches.
Protect Authenticity
- Activity restrictions allow you to protect the authenticity of emails from user
alterations by preventing the editing and/or deletion of documents.
Reduce Time and Costs Associated with Search and Discovery
- Whether HR is searching for non-business related documents or your company gets
subpoenaed to produce documentation, finding and retrieving
information can be very costly and time consuming. Mail Attender
gives you the ability to search through mail documents and
attachments (such as avi's, jpeg's and mp3 files). In one instance,
a company used Mail Attender's keyword searching capability to
search through over 500,000 emails for damaging content.
Comply with Regulatory Requirements
- Many regulatory commissions are enforcing acts such as The Health Insurance
Portability and Accountability Act (HIPAA) and The
Gramm-Leech-Bliley Act (GLB) to protect privacy by ensuring the
security and confidentiality of information. With Mail Attender, you
have the ability to archive documents and attachments to a secure
centralized location.
Automate Time Intensive Tasks
- Scheduled routine monitoring could conceivably take thousands of man-hours
to complete and thereby, be impossible to perform manually. With the help of
Mail Attender, you can reduce administrator's workload for more
efficient personnel usage.
Reduce Software Costs
- Identify employees and contractors no longer
with the company to eliminate paying for Lotus Notes licenses that
are no longer necessary.
Features
Overview
- Create rules from your desktop to manage enterprise-wide
email archiving and content management policies
- Include or exclude users, groups or OU structures
- Manage legal, HR and corporate retention and
email archiving needs discreetly
- Access emails for suspected confidentiality breaches or
misrepresentations
- Address compliance issues by archiving email documents and
protecting the authenticity of information
- Rules and scanning functionality are transparent to
end-users with no disruption of service
- Custom administrative interface based on proficiency for
easy navigation and configuration
Archiving
- Archive and capture emails directly out of the Notes Journal
- Archive messages to any random-access storage device (NAS, SANS,WORM, DVD, etc.)
- Selectively archive information by user, department, group, etc.
- Place a stub in the message body to access archived documents and attachments
- Single-instancing of messages and attachments
- Encrypt archived documents for increased security
- Enforce retention policies on archive and mailbox data to purge unwanted/expired records
- Allow users ability to archive their own messages and attachments
- Search the archives by multiple criteria (age, dates, keywords and/or phrases)
- Search archives and mailboxes from same search interface
- Store archived data in its native form eliminating the need for proprietary applications
- Automatically move archived data from primary to secondary and third-tier storage for Hierarchical Storage Management (HSM)
Compliance & Journal Management
- Manage Domino Journal content
- Search content within the Domino Journal
- Target specific users/departments
- Search messages and attachments
- Lock documents from user deletions or alterations
- Prohibit users from sending emails with specific content
- Preserve content in its native form
- Move business knowledge to a secure archive or non-rewritable drive
- Enforce retentions to purge information once it has expired: Information Lifecycle Management
Content Management
- Prevent inappropriate emails from being sent/forwarded and record statistics
- Prohibit users from deleting or editing documents that contain possible evidence and record statistics
- Fast and secure e-discovery searching of messages and attachments
- Customizable search criteria includes keywords, age, size, name, date and type
- Enforce email and attachment policies such as delete, move, copy and forward
- Provide Legal Hold of search results
Policy & Quota Enforcement
- Enforce multiple soft quotas
- Enforce quota on local replicas
- Refine quota enforcement based upon document type (Memo, Reply, Calendar Entry)
- Alert users and/or prevent new message creations upon hard quota non-compliance
- Statistical reports to examine email growth rate
- Size and age policy enforcement eliminates files overusing space
- Acknowledge template and folder/view sizes when calculating database size
Out Of Office
- Schedule multiple Out of Office settings ahead of time
- Automatically forward messages to different users
- Multiple customizable Out of Office replies based on message domain
- Automatically disable upon ‘end’ date/time
Reporting
- Collect specific usage data to make informed decisions
- Report on age, size and content of messages (such as attachments, users or folders)
- Measure space utilization and reclamation statistics
- Report on attachment lists by user, name, extension, size and sender
- Automatically alert administrators to problems
- Notify users of flagged items of concern
- Create customized reports
Miscellaneous
- Manage user preferences
- Manage mail rules
- Send enterprise-wide announcements without invoking the router
- Manage personal agents
- Impose non-replicatible properties on local mail files
- Prevent users from carboning themselves in address list
- Enforce encryption standards
- Help guide based on proficiency levels
Technical Specifications/Architecture
Mail Attender for Notes was designed to be as non-invasive as
possible. It is a platform independent, Domino-based,
email content management software that does not require any additional
hardware or software components.
Architecture
- Runs on Domino 6.x, 6.5x, 7.x and 8.x for all OS platforms
- No Domino architectural changes required
- Uses Lotus Script-based agents
- Server-based processing
- No API code
- Data is stored in Domino format
- No additional hardware or software required
Installation
- Easy, non-intrusive Domino-based installation
- Installed from a single Notes client to all servers
- Server-based product - Installed on Domino mail servers
- Perform installation from your desktop
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Sherpa Software
Sherpa Software designs and develops groupware utility
software targeted to provide Archiving, Email Management, Policy
Enforcement and Content Discovery functionality that is not inherent
within IBM Lotus Notes or Microsoft Exchange.
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