Barracuda ArchiveOne

Archiving, E-discovery, and Information Management Software

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ArchiveOne for the Government

Budget constraints and Freedom of Information laws require government entities to operate with the utmost transparency despite extreme budget constraints.

The government faces a significant challenge in securing information which is must continually access to satisfy Freedom of Information requests. ArchiveOne solves this problem without requireing end user retraining or disruption of existing workflows.

Our intuitive interface lets employees respond to Freedom of Information requests without any involvement from their IT organization. We work with any version of Exchange, so that government entities don’t need to incur the cost of upgrading their mail server to newer versions.

Compliance and the Government

In order to comply with information management regulations, the government generally means capturing and securing every email communication. This is at the heart of most Freedom of Information statutes.

The ArchiveOne Compliance Module captures email directly from the Microsoft Journal, ensuring that 100% of a given recipient’s email is captured and secured before there is an opportunity delete or tamper with that email.  Unlike solutions which simply “tag” email as subject to compliance, ArchiveOne can put that email into a secure repository, thus guaranteeing its preservation and that the entity is in compliance.

Searching Preserved email Data

For the same reasons that public entities capture and save email data, they must be able to retrieve this data. This is typically at the behest of an Information Request, but can also be pertinent to a legal proceeding. In either case, the organization needs to search across several mailboxes, possibly the entire network to retrieve email data which pertains to specific requests or certain cases.

ArchiveOne searches across mailboxes and collects email data based on metadata (date range, users, etc.) or actual content, i.e. keywords within that data.  Since attachments are retained along with accompanying emails, a single search yields the information for which the organization is searching.

Once the appropriate information has been identified, it can be passed along to other groups within the organization who are ensuring no privileged or private information is provided to the requester.  When satisfied that the information can be released, the organization can package this information up in an external format and provide it in electronic form if that is appropriate.

Improved Capacity Management

Running out of disk space is not an acceptable excuse to not preserving email communication for lengthy periods of time. Whether your mail server is on premises or hosted, storage space is a premium. ArchiveOne uses built-in compression algorithms to dramatically reduce the size of archived emails and attachments.  Storage requirements are further reduced because only one copy of a repetitive email or attachment is retained even if that document received wide distribution. In fact, organizations have seen more than 50% reductions in capacity usage simply after deploying ArchiveOne.

Safe Deletion of Sensitive Data

ArchiveOne provides powerful rules-based retention and disposition capabilities that will delete correspondence after a given period an automated way to ensure all that email data is actually and programmatically destroyed.  A full audit trail and ability to suspend these policies at any time provides defensibility in situations where such deletions might be challenged.

Managing Personal Archives (PST files)

Public entities aren’t immune from the dreaded Personal Archives or PST files – most Outlook deployments had Microsoft’s “auto-archiving” enabled by default, so their users created PST files through this early archiving option.  Users who initially found PSTs useful as a way around mailbox quotas frequently took PSTs to another level, using them as ways to manage and file older email data.

PSTs within an organization pose several challenges. First, they are “blind” to IT administration. They look like a file-type, but each PST can contain thousands of emails and attachments whose contents are hidden to all but the original creator. Second, they are easily and inadvertently duplicated during backups, taking up valuable storage real estate. Finally, PST files – especially earlier versions – are notorious for becoming corrupt and unusable. IT organizations can spend hours trying to recover a PST file only to learn it’s too corrupt for recovery.

The solution to the PST dilemma is not to create them in the first place, but government entities face two problems with this. The first is to eliminate the reasons users create them – a combination of disabling the auto archive feature and installing an information management solution that will take care of archiving. The second issue is to locate, interrogate and migrate all their existing PSTs into centrally-held archives. ArchiveOne Enterprise which includes a robust PST migration capability, solves both issues.

Public sector entities that use hosted email solutions or planning migrations to them, such as Microsoft Office 365, face an even bigger issue with PSTs. They are not easily accessed from Office 365. The solution is to migrate these messages back to users’ mailboxes, but free tools from Microsoft aren’t designed to scale, to identify orphaned PSTs (i.e., files with no apparent owner, something that happens frequently especially when users leave organizations or departments), or to delete those PSTs once migrated.

For these organizations, Barracuda offers PST Enterprise, an easily-installed tool which interrogates the entire network without end user involvement and determines the firm’s entire PST inventory.  It then allows administrators to schedule migrations into the users’ new hosted mailboxes, or even online archive folders. PST Enterprise automatically identifies owners for orphaned files and also permits administrators to run policies against PST files as they are migrated, enabling deletion or expiration of data which falls outside the entity’s retention schedules.