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What Corporations Need to Know About Archiving Electronic Communication

Corporations must comply with regulations and guidelines for archiving and retaining electronic communication. This includes not only archiving email, but also all mobile phone communication, and social media messages. 

Compliance with these regulations will help your organization to avoid fines, sanctions and other penalties, as well as avoid the risks involved with email and social media misuse.

Here are important Regulations you need to know!

  • Sarbanes-Oxley Act (SOX) — Public companies must archive all business records, including electronic records and messages, for no less than five years.

  • Federal Rules of Civil Procedure — All employee-created social media content that is work related, regardless of whether or not it was created on a personal account, is discoverable.

Unified Archiving is the Key to Compliance

Retain™ Unified Archiving provides multi-platform unified archiving of email, social and mobile communication, eDiscovery, and publishing for organizations looking to reduce costs, manage complexity, and mitigate risk on-prem or in the cloud.

How Retain Addresses Regulatory Concerns for Corporations

Multi-Platform Unified Archiving

All Messaging data, including email, social media, instant messaging and web search data, is archived into one unified archive. Retain gives you the ability to search, publish, and perform eDiscovery from one central location.

Flexible Archive Access
The Retain Archive can be browsed and searched directly from multiple access points, including: the end-user email client, the Retain mobile app, the browser-based web access client, and the Offline Archive Viewer. Plus, archived data can be exported to a portable stand-alone archive viewer.
Policy-Based Unified Archiving
Retain provides fully configurable policies that allow you to define the specific email, mobile, and social media communication data you want to archive. These policies allow you to define what is archived based on mailbox type, message source, item type, message status, the age of the message, and attachments. You can also filter by folder and attachment type. In addition, Retain has the ability to implement retention policies for all archived data.
Social Media Archiving & Oversight
Retain Social™ provides archiving, monitoring, and data insights. This enables organizations to perform eDiscovery, review messages in context and help determine the tone of all posts and pictures for Facebook, Twitter, LinkedIn, Instagram, Flickr, Pinterest, and Google+. Plus, you get archiving for all YouTube and Vimeo videos and comments.
Mobile Communication Management
Retain Mobile delivers secure, encrypted messaging and archiving for iOS, Android and BlackBerry devices. This solution is for organizations that utilize personal employee and corporate devices to generate and consume business data, while meeting regulatory and compliance requirements.  Retain archives all encrypted SMS/Text messages and dedicated business phone number electronic communication data for iOS and Android, via the secure communications server. Additionally, Retain archives SMS/MMS and phone call logs for Android and BBM, PIN, SMS/MMS and phone call logs for BlackBerry devices. This means there is no need to tether or sync the device and archiving is done in real time. Retain is the only enterprise-ready archiving solution for iOS, Android and BlackBerry devices. 
eDiscovery Regulatory Search
Administrators, records management, and other authorized users can perform the following essential functions with Retain, eDiscovery and regulatory searches including: place litigation holds, print, forward, save, redact and export with the built-in tools.
Compliance & Control
GroupWise, Gmail, Exchange, and Office 365 lack critical capabilities that can put your organization at risk for data loss and compliance violations. Therefore, the standard archiving functionality of these systems is not enough for the enterprise. Retain solves this problem by disabling auto-purge, supporting SmartPurge, allowing for archive policy control, supporting export to PDF, allowing archived messages to be restored to the inbox, allowing for redaction on exported messages and prohibiting message alteration or deletion. These features help ensure your data archive is complete and compliant. 
Web Access Archive Viewer
Only Retain offers an easy-to-use browser-based interface with powerful search tools that let you quickly access, search and perform eDiscovery on the archive.
Open Records Search
Be ready for any open records requests for email, mobile, and social media messages. 
Complete Export Functionality
Export the data easily into either PST, PDF or stand-alone archive viewer formats. The exported file is fully indexed, searchable, and includes a table of contents for quick browsing. 
Redaction Control
Exported data can be redacted, ensuring that personal information, or other redacted items do not become part of the open records request. 
Litigation Hold
To protect any email that may potentially be involved in future litigation, Retain can flag an archived item, or an entire email account, to protect it from any deletion or actions until the hold is removed.
Audit Trail
Retain creates a searchable audit trail of all administrators and users that have permission to search the archive, enabling you to have record of all activity.
Configurable Permissions
Use the Access Control list to grant users, administrators, or others, access to the features and functionality of the Retain system, based on the roles you set. 
End User Mailbox Management
Easily search and restore with the Retain Web Access Archive Viewer. Give end users the ability to: Search, forward, print, restore messages, access, search and view messages in their original context without administrator support.
Fast & Easy Retrieval
Retain contains a built-in Lucene® indexing engine or the Retain High Performance Indexing Engine (for larger deployments).

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For more information contact us at questions@GWAVA.com or 1 866.GO.GWAVA

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