> Mail Attender® for Notes- Management Software for Lotus Notes

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Mail Attender for Lotus Notes

 Mail Attender® for Lotus Notes

Product Overview

Managing email content and regulating usage is no longer a "Big Brother" tactic but a necessary business practice. Each day the news is flooded with corporate lawsuits that uncover illegal activity and damaging information found in emails. The SEC, NRC and other regulatory organizations have begun auditing corporations mandating compliance to strict standards and regulations of company sensitive information. Many organizations have tried to create email polices to limit liability but lack the necessary tools to implement their plan.

Mail Attender® for Lotus Notes is one of the most comprehensive products available in the market. Its extensive feature set provides functionality that allows companies to control and regulate information residing in corporate messaging systems. With this tool, management is executed from a central location and carried out by the enforcement of restrictions created by administrators. Mail Attender is used to reclaim vital storage space, enforce corporate retention policies, archive/delete documents, control electronic sabotage, remove non-business related documents and protect authenticity. Mail Attender also empowers companies to control legal risks through its intuitive keyword searches that audit inappropriate content and retrieve confidential information.

Another key feature of Mail Attender is its flexible configuration options in which mail restrictions can be applied to the entire company or to a subset of mail users.

Product Features

Although Mail Attender® solves many business problems, companies are usually very cautious in changing their Lotus Notes infrastructure. Mail Attender was designed to be as non-invasive as possible. It is a pure Notes application that is not platform specific.

Mail Attender must exist on every server that requires processing.

ARCHITECTURE

• Runs on all Domino platforms including 6.x, 6.5x and 7.x

• No Domino architectural changes required

• Uses LotusScript-based agents

• Server-based processing

• No API code

INSTALLATION

• Easy, non-intrusive Lotus Notes-based installation

• Installed from a single Notes client to all servers

• Server-based product – installed on Notes mail servers

• Perform installation from your desk

DOCUMENT MANAGEMENT

• Individual retention policy management per view/folder

• Documents can be 'Analyzed', 'Deleted' or 'Moved to Trash'

• Notify users before deletion occurs

• Allows user-based extension

• Include/exclude Out of Office users (with grace period)

• Base retention on Creation, Delivery, or Modification Date.

• Include/exclude Personal folders (wildcards)

• Include/exclude 'foldered' Documents

• Folder 'orphaned' documents

• Allow users to locate documents prior to deletion

• Manage documents via a date range

• Content management per database using key words/phrases

• Manage documents by field value (subject)

• Manage documents by size (include/exclude attachments)

• 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

• Address compliance issues by archiving documents to protect authenticity

• Archive messages to any random-access storage device (NAS, SANS,WORM, DVD, etc.)

• Encrypt archived documents for increased security

• Perform simulations to ascertain best criteria

COMPLIANCE AND 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

QUOTA MANAGEMENT

• 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

• Provides unique/enriched Out of Office capability

• No user agent enabling required

• Automatic 'disabling' upon 'end' date/time

• Single server-based agent for all users

• Requests can be scheduled in advance

• Uses start/end date and time specification

• Repeating 'Out of Office' requests

• Specify unique messages related to sender

• Administrators can limit domains to receive replies

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)

ACL MANAGEMENT

• Automated mail database ACL management

• Allow user access to be reduced (Designer/Editor)

• Provide users with automated delegation ability

• Provide 'Consistent ACL' management

PERSONAL AGENT MANAGEMENT

• Track personal agents within mail files

• Delete personal agents within mail files

REPORTING

• View space reclamation statistics

• View mail databases by numerous properties (Physical size, # of documents)

• View attachments by name, extension, and/or size

• View all quota non-compliant mail user By replica ID

• View active Out Of Office mail users

• View mail file template inheritance

• View mail database access/usage

• View client Lotus Notes version and OS platform

• View all ACL entries for mail users

• View incorrect Out of Office servers

• Extract mail user information for other applications

• 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

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Case Studies

Case #1
A law firm with 450 users, using NT, reclaimed 4GB of space by analyzing and deleting attachments. To accomplish these savings, they processed/deleted all Inbox, Sent, Drafts, and Personal Folder documents that were over 180 days old.

Case #2
A pharmaceutical company with 110,000 users, using NT 4 & Win 2000, has an average space reclamation of 4 GB per server with the use of document retention policies. To accomplish these savings, they are processing/deleting all Inbox and Drafts documents that are not foldered but are over 90 days old. In addition, they are processing/deleting all documents in the Trash folder older then 7 days.

Case #3
A hotel chain/hospitality company with 2,500 users, using NT & AS400, reclaimed 4.3 GB of space on its initial run through document retention policies. This was accomplished by processing/deleting all folders over 90 days old. In addition, they created a single folder that was excluded from processing/deleting where users stored any documents they did not wish to have processed.

Case #4
A bank with 23,000 users, using NT 4 & Win 2000, has an average space reclamation of 10 GB per week through document retention policies. To accomplish these savings, they are processing/deleting all Inbox and Sent documents that are not foldered but over 90 days old.

Case #5
An insurance company with 40,000 users, using NT and Win 2000, utilizes date ranges to control space growth. To accomplish their goals, they are processing all Inbox, Drafts, and Calendar documents that are from 90 days to 10 years old.

Product 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.

System Requirements

• Windows NT 4.0, 2000, 2003, XP

• MMC Version 1.2 or higher

• Internet Explorer 5.0 or higher

• Approximately 15 MB HD space

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