Archiving – ExchangeDefender Blog

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Have you been putting off offering or relying on Compliance Archiving to meet regulatory compliance requirements? If so, you’re among friends as most businesses tend to view it as a form of a backup until they receive a letter from a law firm. Recently we published a quick and informal techie-free post about business continuity and we wanted to do the same for archiving because the #1 thing that will keep you out of trouble is making sure your entire organization is on the same page.

With that in mind, here are three steps that your organization needs to follow to get started with Compliance Archiving:

  Step 1: Understand how your organization communicates

If you only knew what everyone did and what they had access to, things like security and compliance would be a non-issue. In the real world, organizations have a revolving door of staff, vendors, clients, laws, and projects that is constantly spinning. The notion that you can get something to manage it all, held together by IT staff and automation, is nothing short of a fantasy. Or rather, a nightmare, because you’ll get in trouble over one thing that was missed and went wrong not a million things that went right.
Our Compliance Archiving touches every message in your organization: doesn’t matter if it’s a message you sent to a client, a message you received from a vendor, or an interoffice email you sent to a coworker – we get them all. The important thing in step one is identifying the people and making sure that the way you communicate is set in stone: “We communicate with everyone through @ownwebnow.com email addresses, every ticket, every update, every inquiry, every quote, every bill pay – everything either comes from or is cc’d to an @ownwebnow.com address.”

 

  Step 2: Get a grip on your devices, apps, and processes

Convenience is the enemy of order. And if you’re going to run a business, you cannot have everyone do exactly what they want to do. Yes, Subway will make your sandwich any way you want them to, but if you walk in and order a key lime cheesecake you’re going to be hungry. Same method applies to all the devices, apps, processes, etc. The simplest, most common sense, most effortless thing to do is to just give everyone that works on your behalf an email address on your infrastructure and have them use that email for all company communications.
If they use something else, and for some reason you wish to permit that rule change in your business, request that everything is cc’d to a local shared mailbox where you can keep ownership of it. Don’t make a big deal out of it – we get our office beer and red solo cups from Costco – and believe me we don’t have a massive asset inventory tracking system around it with people signing off on stuff left and right. We just take a picture of the receipt/order form and email to a receipts@ address – done.

  Step 3: Get a regulatory compliance plan

The worst thing you can possibly do is start thinking about a plan when you’ve received a request for information or a legal hold. The good news is, step #3 is the simplest one because it’s just a matter of calling us at 877-546-0316 and talking to someone about implementing the Compliance Archiving solution. The complexity isn’t in the technology, it’s with the people and the constant sprawl of apps and devices that hold vital corporate information.

The great news about what we offer with our partners is that anything going in and out of your company can be screened, monitored, reported, and produced on demand or automatically for just a few bucks a month. The biggest challenge is knowing what to do – and you have to actually get started.

We look forward to serving you and making regulatory Compliance Archiving a breeze.

ExchangeDefender Compliance Archive was designed as a blend of services and products to help organizations achieve regulatory compliance.  This complex process is always evolving with new regulatory requirements, changes in organization structure, and unique reporting requirements.

 

At ExchangeDefender we specialize in helping organizations with their eDiscovery needs. Here are the biggest fallacies we hear all the time:

 

“We have a backup”

Email backups are not sufficient for nearly any modern regulatory compliance requirements for email retention. Not only can the messages be deleted before backups run, but running reports across the entire organization is next to impossible, not to mention excessively expensive. We recently assisted a partner managing a small 15 employee office in their backup and restore process to locate a message from 5 years ago, costing the organization over $18,000 in IT labor alone.

 “We have a product/compliance service” 

Having a product or a service subscription is different from being in compliance with regulatory requirements. The difference between having a product and being in compliance is similar to “We have a CPA” and “We have filed our tax returns on time” – mistaking the two can be costly and dangerous.

“We are never going to need that” 

Most organizations downplay the importance of long term email archiving and eDiscovery. An overwhelming majority of subscribers to our eDiscovery service don’t have a specific regulatory requirement at all, they do it to effectively defend themselves from legal threats that are all too common these days. With email being the gateway for all corporate communication, it is the first place record retentions, legal holds, and subpoenas are issued for electronic records and there needs to be a system in place to effectively deliver that information.

“What we have is enough”

Regulatory compliance goes far beyond poorly interpreted recommendations and laws. It is a process of producing reports, identifying problems, and assuring that corporate communications policies are being followed, or at least addressed, in case there is an issue. If the organization does not have people in charge of managing the compliance on a monthly basis or there are no current reports searching for dangerous or sensitive content or there is no ongoing maintenance or an established incident record – the organization is likely out of compliance even if they purchased the right software or signed up for the right service at one point.

“We have a someone managing that”

Someone is not a good person to rely on when you get a subpoena and they are even more difficult to get into a courtroom. Plus, how much would you trust them to demonstrate expertise and defend the implementation of the compliance archiving and eDiscovery solution? Many organizations make a mistake of thinking that just signing up for a service or purchasing a product is sufficient for compliance but it’s really just a starting point. You need the personnel, product, service, and reporting to fully achieve regulatory compliance.

ExchangeDefender Compliance Archiving and eDiscovery are a part of a professional service that helps get your organization and its means of communication on path to achieving regulatory compliance. Whenever someone is fully confident that they have their compliance in order we simply ask them to “show me your last Compliance Officer Report” and almost everyone struggles to produce the report or even name the Compliance Officer, the processes being used for archiving, the type of data protection, or the way in which the entire process is tested and audited. With ExchangeDefender Compliance Archiving, you not only get a service, you get a partner that will work with you every step of the way in achieving your regulatory and organizational needs for proper record keeping.

Signing up for the Compliance Archiving service is the first step in reaching regulatory compliance when it comes to email retention and eDiscovery. The following five steps will put you on the right path of achieving and maintaining that compliance:

 

1.Understand what you need to keep and for how long.

Your regulatory/oversight body will provide details about how long you are required to hold on to your email. In our experience with Compliance Archiving, you also need to pay attention to the Statue of Limitations that your business may be liable for. Very often the discovery process for lawsuits includes legal hold requests and record requests that are longer than regulatory requirement.

2. Get the right product and implement it correctly.

Your compliance has to be all encompassing – all email must be archived. With ExchangeDefender Compliance Archiving all of your inbound, outbound, and interoffice email is collected, archived and protected in the cloud. You can search for any document at any time and be certain that it has not been tampered with and that no emails have been deleted – something that sets our eDiscovery/archiving apart from backup solutions.

3. Keep an eye on it to make sure it works

Just setting up a compliance archiving solution is not sufficient enough. there is no protection for technical negligence in regulations. You are expected to keep your mail server and everything connected to it secure. Penalties for data loss, compromised credentials, and data leakage are severe and are not a valid excuse for not having compliance.

4. Create Compliance Officer reports frequently.

Compliance Officer within your organization must create reports on a monthly basis to assure no confidential information is allowed to leave the organization. Some industries have an even more specific and severe restriction on the type of communication that can take place over email and what sort of information can be sent – compliance officers run eDiscovery reports to assure nothing confidential is being shared and address problems and exceptions routinely

5. Routinely audit the entire system to maintain compliance.

Organizations grow and change over time and remaining compliant with new regulations is key. ExchangeDefender Compliance Archiving service often sends out advisories, best practices, tips and suggestions to adjust your process because you are always expected to be in full compliance with the latest requirements. Every time you add a new employee or change your mail server configuration or new lines of business – compliance must extend to cover these new records that may be of interest to someone down the road.

“One of the biggest mistakes organizations make with regulatory compliance is thinking that it’s a service, product or a one-time effort: quite the opposite!”

 

Achieving regulatory compliance means implementing the right product, conducting routine audits, complying with changes in regulations and having full control of the environment where messages are stored as employees come and go.

In the event of an audit, you will be asked to produce record and you will be judged on your ability to provide specific records that are requested, not the best effort you made in trying to achieve compliance. Considering the fines and legal complications, it makes sense to revisit the five steps outlined here annually and make adjustments as necessary.

ExchangeDefender (Beta) production is really picking up steam with the modern codebase and we wanted to launch a line of solutions to problems that have either been a challenge over the years or are expected to become a management issue going forward. One such area is the subject of service accounts that are only used by devices, printers, CRM solutions and notification services. We now have a separate system designed to allow SMTP-notification devices and services to relay through the ExchangeDefender network.

Quick rewind: Long, long ago during the great SMTP vs. UUCP dark ages, message exchange was trusted and trivial. But once it started getting abused by spammers and hackers, each ISP decided to implement their own flavor of SMTP traffic restrictions and regulations to curb the abuse. It became exceedingly difficult to relay mail from a consumer and business-level broadband connection but as more services and devices come online they defaulted to the standard SMTP protocol to send notifications and messages. Unfortunately, because ISPs still have their policies that are constantly shifting, trusted third party SMTP solution is needed but managing it is not something that is viable as a business model.. yet.


Today we are happy to announce that our clients will be able to allow devices and services to relay mail back to themselves using our SMTP relay service.Without having to mess with complex Exchange settings or ISP restrictions. Just create a relay credential, set the SMTP client in the SSL/TLS mode and use a special SMTP server on our network to relay mail via 587 (ISP may still be filtering that port, but that should be easy to fix)

  • New feature is available in the beta portal under Domain Admin > Accounts > IoT Accounts:

  • Just add a new account and you will be prompted for some basic information such as email address and description of the device/service used.

You will notice some important warnings/restrictions about this service (No, you can’t be a spammer or use this in a shared environment where it can be hacked) and that’s literally all you need to get started. It’s really just that simple. Best part? No management, licensing or tools to set up: just the ExchangeDefender SMTP relay network.

This feature is supported (even though it’s beta) and it’s free!

We hope you enjoy this and would welcome suggestions about which features you’d like to see in ExchangeDefender now that you have a better idea of where we’re going with the development of our messaging platform. We’re obviously going to tweak these services as we get a better idea how they are used and how much management they require on our end.

Here is something that MSPs always get wrong when it comes to proposing Encryption and Archiving (HIPAA, compliance, eDiscovery): You can’t be something you’re not BUT you have to know the service you’re proposing. More on this topic tomorrow (if I can sneak it by the marketing)

Posted by ExchangeDefender on Thursday, April 5, 2018

Here is something that MSPs always get wrong when it comes to proposing Encryption and Archiving (HIPAA, compliance, eDiscovery): You can’t be something you’re not BUT you have to know the service you’re proposing.

Want to see part TWO of this video?
Disclaimer: There is tasteful profanity and light nudity to really drive the point of how to better interact with your clients. 🙂


ExchangeDefender: Become a Partner

So here is something that has always worked for me: everyone hates outages. Regardless of why I’m invited to speak to anyone about ExchangeDefender, and the billion problems we solve, I am here to help you with just one thing: uptime. If things are working, we can sort everything out, but the fear of the new unknown solution causing downtime is the #1 thing your client is thinking about. So address it first.

Posted by ExchangeDefender on Thursday, March 29, 2018

   What’s this video about? Live Archive.

So here is something that has always worked for me: everyone hates outages. Regardless of why I’m invited to speak to anyone about ExchangeDefender, and the billion problems we solve, I am here to help you with just one thing: uptime. If things are working, we can sort everything out, but the fear of the new unknown solution causing downtime is the #1 thing your client is thinking about. So address it first.

What is Live Archive?
Access your email via the cloud when outages happen.
Organizations are constantly facing internet and email outages, maintenance cycles and service unavailability. The key to productivity is being able to access your email even when outages happen Exchange Defender LiveArchive Business Continuity is the solution.
As you send and receive email, we make a copy and store it on our network – when you experience an outage you can just pull up a webmail system on your computer, tablet, or phone and continue where you left off.

Visit Exchange Defender: Email Security, Archiving, and Business Continuity solutions

 

What a busy month! Due to some management changes we’ve had to work much faster in February than we expected to and that’s put us quite a bit ahead of our roadmap. Tune in and check out the details:

Download ExchangeDefender Executive Podcast #5 (mp3, 18mb)

If you don’t have the time to listen, you can browse the topic blog posts that were mentioned and get an idea of what’s going on.

Topics:

ExchangeDefender Essentials Launch
ExchangeDefender Valentines Day Promo
Exchange 2010 DAG in Australia and UK
Exchange 2010 “Darkwing”
Shockey Monkey RMM Survey

 

Huge month for us! In other news, ExchangeDefender Executive Podcast (as of last episode) has become the most successful podcast series we’ve ever had and we’re obviously thrilled to see that you’re finding value in these podcasts.

-Vlad

Sincerely,
Vlad Mazek, MCSE
CEO, Own Web Now Corp
vlad@ownwebnow.com
(877) 546-0316 x500
(407) 536-VLAD

First podcast update in over a month and we’ve certainly been busy… so our typical 5 minute podcast ballooned to 17 minutes. Either way, you take a few minutes and listen to it because we cover a lot of ground on a lot of new developments that we’ll be pursuing through 2012. Some things that you’ve been asking for years are finally shipped! So download and hear us discuss how everything is falling into it’s place:

 

DPodDownload ExchangeDefender Executive Podcast #4 (mp3, 16mb)

Here is a brief summary of what we talked about:

Products
Exchange 2010 Identity Switcher
Exchange 2010 SP2 (OWA Failover)
Shockey Monkey Videos & Docs
Shockey Monkey Pro Upgrade Process
ExchangeDefender XDSync (AD<->ExchangeDefender)
ExchangeDefender Essentials Emergency
2012 Roadmap Discussion

Year is going amazingly well and we’re extremely busy – but if there is anything I can do to help please let me know!

Sincerely,
Vlad Mazek, MCSE
CEO, Own Web Now Corp
vlad@ownwebnow.com
(877) 546-0316 x500
(407) 536-VLAD

We are back from the Thanksgiving holidays but don’t worry, we didn’t take any time off. This week we talk about all the effort that went into doing the maintenance over the long weekend, new developments, changes to the product portfolio and more. We also finally got real recording gear so it sounds great!

DPodDownload ExchangeDefender Executive Podcast #3 (mp3, 6mb)

Here is a brief summary of what we talked about:

Development
– Shockey Monkey Reloaded UI enhancements
– Load times boosted 300%
– Massive cleanup of all screens to a single consolidated UI framework

Products
– Shockey Monkey is now completely free and all Pro features are included!
– We’re beta testing ExchangeDefender Essentials LiveArchive
– Exchange 2010 custom backups (for client-dictated backup policies)

Nothing broke and tons of new stuff came online. This will be a huge December for us as we look to close 2011 strong so stay tuned and make sure you’ve got the latest developments.

P.S If you missed the Shockey Monkey Reloaded webinar, click here for a replay.

Sincerely,
Vlad Mazek, MCSE
CEO, Own Web Now Corp
vlad@ownwebnow.com
(877) 546-0316 x500
(407) 536-VLAD

Good news – you loved ExchangeDefender Executive Podcast #1 and it seems like the idea really resonated well with our partners that are trying to stay on top of everything but just don’t have the time for it all. I’ve been fortunate enough to speak to many of our partners this week and I’m amazed at how many of you found it worthwhile – so we will keep on doing it every week. Keep the feedback coming: 

DPodDownload ExchangeDefender Executive Podcast #2 (mp3, 13mb)

Here is a brief summary of what we talked about:

Development
– Testing of the new Compliance PST import tool
– Revamp of ConnectWise integration (using callbacks, no more emails)
– Shockey Monkey Chat audio alerts
– NOC updates to @xdnoc twitter, timestamp bug fixed

Marketing
– Halloween Promotion
– ConnectWise promotion, room drops, etc

Network Operations
– Dewey MBOX2 nightmare
– Exchange 2007 vs. 2010: Why you need to move to 2010
– Rockerduck georedundandcy update

 

It’s been a busy week for us, next week we will be at HTG and ConnectWise, week after that we’re unveiling new Shockey Monkey partnerships and an upgrade to our Looks Cloudy site.

P.S. Apologies in advance over the audio quality, new audio and video gear is on it’s way and #3 will sound great. In the meantime, our apologies for the popping p’s.

Sincerely,
Vlad Mazek, MCSE
CEO, Own Web Now Corp
vlad@ownwebnow.com
(877) 546-0316 x500
(407) 536-VLAD

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